Position: Executive Assistant to the Head of School

Reports to: Head of School

Status: Exempt, Full-Time, 12 months                                                                                 

Salary Range: $70,000-$85,000                                                                                           

Start Date: June 15, 2024 (can be somewhat flexible)

Interested candidates should send a CV and two letters of reference to Yutopia Essex, Director of People & Belonging, yutopia_essex@cate.org. 

Overview 

For over a century, Cate School has been blending together the tradition of the East Coast with the innovation of the West Coast in the service of a dynamic, diverse, and close-knit community. A four-year college preparatory school with a low student-to-faculty ratio, small class sizes, and inviting residential spaces, Cate’s inquiry-based program is designed to challenge, inspire, and support boarding and day students whose interests, abilities, characters, and aspirations make them individually and collectively exceptional. 

Join a professional community that is celebrated for its transformational pedagogy that fosters curiosity. Here, our faculty thrives within a dynamic culture driven by an unwavering dedication to the greatest growth possible, a spirit of innovation and progress, and a core of care and support for each member of this community.

Position Purpose:

The Executive Assistant to the Head of School plays a vital role in providing seamless support to the daily operations of the Head of School’s office. This position requires a proactive individual with a broad skill set, capable of managing diverse responsibilities in a dynamic and fast-paced environment. Serving as a trusted partner with unwavering integrity, this role demands the highest level of discretion, particularly considering the residential context of Cate. The Executive Assistant is an exceptionally organized, detail-oriented, and innovative professional with robust communication and project management skills.

Description of Responsibilities:

Schedule Management:

• Create a productive and manageable schedule for the Head of School.

• Prioritize and redirect meeting requests to ensure accessibility while allowing dedicated time for strategic issues and projects.

Communication Excellence:

• Represent the Head of School’s office through excellent written and oral communication, exercising independent judgment, initiative, and discretion.

• Foster relationships with all offices throughout the school.

Financial Oversight:

• Manage the Head's office budget.

• Oversee all contracts and projects related to the Head of School’s office, such as consultants and searches.

Travel and Event Coordination:

• Coordinate the Head of School’s travel and professional development.

• Plan events hosted by the Head of School for various constituents.

Collaboration with Advancement:

• Work closely with the Advancement office to coordinate donor engagement, communication, events, and travel.

Marketing and Communication:

• Coordinate all Head of School communications with the Director of Marketing and Communication.

• Ensure deadlines are met by allocating time for writing.

Board of Trustees Support Responsibilities:

• Manage communications, support, and record-keeping, including meeting minutes, agendas, materials, address rosters, committee assignments, and meeting dates.

• Update and maintain the online Trustee Portal.

• Coordinate logistics for Board of Trustee meetings (4 per year) and Executive Committee meetings (4 per year), handling dates, locations, materials, and minutes.

• Support Board Leadership and committees, especially in scheduling and communication.

• Develop orientation schedules and materials for new trustees, maintain trustee term expiration information, committee assignments, and reference materials.

• Coordinate Board receptions, dinners, and special events.

Personal Assistance:

• Assist with personal tasks for the Head of School, including scheduling appointments, managing small projects, and handling various personal responsibilities.

Additional Responsibilities:

• Undertake other duties as assigned, with occasional night and weekend hours required.

Qualification Standards, Skills and Competencies:

• Bachelor’s degree or equivalent with administrative support experience, preferably in an executive office, ideally within an educational setting.

• Commitment to working in and fostering an inclusive community.

• Excellent interpersonal and relationship-building skills.

• Ability to cultivate strong, collaborative relationships internally and externally.

• Strong problem-solving skills with a commitment to follow-through.

• Proficiency in Google environment, Microsoft Word, Excel, and other database programs.

• Exceptional writing, editing, and proofreading skills.

• Outstanding organizational skills with the ability to handle multiple demands.

• Experience in meeting, calendar, time, and event management.

• Ability to handle confidential information with discretion and independent judgment.

• Ability to lift/push/pull at least 20 pounds. 

Cate School is committed to a policy of Equal Opportunity Employment and nondiscrimination in the treatment of employees or applicants for employment without consideration of race, color, ethnicity, religion, age, sexual orientation, marital status, national origin, disability, veteran status, genetic information, gender or gender identity.

Cate School offers competitive compensation. In setting compensation ranges, Cate School reviews numerous factors including industry data from NAIS, CAIS, NBOA, and other market data. Final Salary is based on experience relevant to the role and internal equity.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of duties, responsibilities, or qualifications.