Executive Assistant to Head of School & Board Assistant

Reports to: Head of School
Supervises: Two Main Office Coordinators
FTE: 100% FTE, Year-Round
FLSA Status: Exempt

University Prep (UPrep) is seeking a talented Executive Assistant to Head of School & Board Assistant. We are looking for someone who is detail oriented and can work effectively independently as well as part of a team. We need someone who shares our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. If that sounds like you, we’d like to hear from you.

Who We Are:

UPrep is a 6–12 independent school in northeast Seattle, WA, one of the country’s most dynamic cities. We offer an intellectually rich education that fosters deep inquiry and critical thinking that is powered by student engagement. Our students graduate prepared for college and life. UPrep is a strong and vibrant community of students, families, faculty, staff, and alumni that joins together to support our students in becoming caring and productive adults. UPrep is a place where all students and families have equitable access to all the school has to offer, and we aspire for all community members to feel like they belong. Diversity, equity, and inclusion are embodied in all facets of our school culture. We believe that our shared values of integrity, respect, and responsibility are essential to accomplish our mission to develop each student’s potential to become an intellectually courageous, socially responsible citizen of the world.

Job Summary:

The Executive Assistant provides administrative support to the Head of School and the Board of Trustees. This position supports the Head’s leadership role acting as a thought partner and trusted ally to the Head and has strong relationships with all constituents. It requires the ability to anticipate needs, manage multiple priorities, think critically, and offer solutions to problems with a high level of integrity and professionalism. Must be able to maintain a high level of discretion in handling confidential information and perform administrative and operational tasks to maintain an effective and well-organized office. Is responsible for overseeing the operation of UPrep Main Office, including managing the two Main Office Coordinators and is a member of the Senior Leadership Team of the school.

Executive Assistant Responsibilities:

• Support the Head of School’s daily operation of the school, short and long-term goals, and institutional projects
• Maintain needed files, notebooks, and other materials for the Head of School
• Flexibility to assist with evening and weekend events as needed
• Perform general administrative duties including management of multiple complex calendars and scheduling requirements
• Support event planning as needed
• Assist with Commencement, Middle and Upper School back-to-school nights and Open House as needed.
• Manage and anticipate the Head of School’s calendar
• Maintain a welcoming atmosphere in the Head of School's office by attending to the needs of guests
• Chair Touch Base committee, a group with representation from every department charged with increasing visibility of activities across the school and supporting one another. Responsible for running meetings and inviting new support staff to join the committee when they are hired so each administrative office is represented at each meeting of the Touch Base Committee.
• Provides required reports to the State Board of Education (SBE) to ensure annual certification of Private School approval
• Maintain personnel files for current and former employees; assure that files for new staff members are complete at time of hire and assist the Business Office with processing faculty/staff contracts
• Take the lead in managing the school’s master calendar, making sure there are enough hours to meet state requirements. Work with all divisions and departments to ensure an event schedule that balances the priorities and needs of multiple constituents
• Order faculty and staff end-of-year recognition gifts, holiday gifts, trustee gifts, and organize anniversary lists working with the Payroll/HR specialist to ensure monetary gifts are given for anniversaries
• Prepare agenda for weekly Senior Leadership Team meetings and attend meetings to keep track of action items and keep the team apprised of staff issues. Manage the Senior Leadership Team outside-presence calendar.
• Assist with the planning of new employee orientation ensuring there is swag ordered and available for all new employees at orientation and new hires throughout the year
• Ensure rooms are reserved on campus for various meetings involving the Head of School
• Chair the Appreciation Committee including organizing the annual faculty/staff appreciation week each spring, the holiday party each December and end of year party
• Oversee the General Supplies budget as well as the Faculty Appreciation budget including approving expenses regularly through the school billing system

Board Assistant Responsibilities:

• Arrange and handle logistics for board/board committee meetings including food and beverages
• Attend and record meeting minutes on behalf of the Board Secretary and keep attendance at meetings
• Organize and archive board materials
• Update and maintain the board portal making sure it is current with essential board documents
• Work with board committee chairs to assist with scheduling meetings and keeping board members apprised of meetings
• Facilitate board events, retreats, and other special occasions, ensuring trustees are adequately supported
• Send board packets to trustees prior to meetings and assure the packets get on the board portal
• Act as the point person for appropriately directing board queries and requests, and for communicating with the board
• Assist in tracking board membership terms and in orchestrating acknowledgement of board service
• Caretaking of the needs of founding trustees and founding former head of school

Main Office & Supervisory Responsibilities:

• Hire, mentor, train, organize and develop the Main Office Coordinators
• Ensure effective business practices, furthers their professional development and supports the goals of the school
• Complete performance evaluations and provides regular feedback
• Be familiar with attendance procedures, as well as room reservation procedures through Veracross, our employee portal
• Is fully trained in the running of the Main Office
• Assist in the Main Office when they are short-staffed or extra busy

General Responsibilities:

• Mirror the head’s principles of good practice (NAIS Principles of Good Practice - Head of School)
• Embody and communicate the school’s mission, vision and core values
• Provide a sense of stability in an ever-changing environment
• Is accessible, approachable, and welcoming, managing confidential situations with discretion, respect, and sensitivity
• Understand and promote the standards and policies of the school, providing leadership as standards and policies evolve
• Foster a partnership between faculty and staff to create a positive environment for students’ academic and social-emotional learning
• Establish and cultivate community relations by maintaining open and candid dialogue with all of the school’s constituencies
• Respect, affirm, and protect the dignity and worth of each member of the community, and exhibits moral and ethical behavior
• Set professional boundaries, collaborating with constituents within those boundaries
• Take an active part in the full life of the school
• Vigorously engage in their own professional development including involvement with NAIS and NWAIS Admin Assistant workshops and webinars; is a life-long learner who enhances their skills, using state-of-the-art technologies to maintain high standards of performance to efficiently and effectively produce work products
• Is familiar with and complies with all policies and regulations as put forth in the school’s documents
• Since safety and security are everyone’s responsibility, take all necessary and reasonable precautions to protect students, faculty, staff, equipment, materials and facilities
• Sit on the Safety Committee
• Maintain a leadership presence among all staff members at the school
• Perform other duties as assigned

Required Education & Experience:

• Bachelor’s degree from a four-year college or university preferred
• 3+ years’ experience in office administration

Required Knowledge, Skills & Abilities:

• Excellent verbal and written communication skills
• Strong attention to detail
• Ability to work and communicate well with all levels of faculty and staff
• Ability to work and communicate well with students and their parents
• Ability to maintain confidential information
• Flexibility, maturity and a sense of humor
• Skill in the use of technology, including, but not limited to, Microsoft Office and Google Drive. 
• Ability to talk on the phone
• Ability to sit and keyboard up to 8 hours per day
• Highly proficient in keyboarding skills

Compensation & Benefits:

Annual salary range $85,000 to $105,000 depending on experience. 

UPrep offers a comprehensive and generous benefits package intended to support and promote the health and well-being, work/life balance, and financial security of our faculty, staff, and their families. Benefits are listed on our careers page and include: Medical, Dental, and Vision Insurance, Employer-Seeded Health Savings Account or Health Reimbursement Account, Flexible Spending Accounts, Employer-Paid Long-Term Disability Insurance, Employee Assistance Program, Employer-Paid Life Insurance, Voluntary Life Insurance, 401(k) Retirement Savings Plan with employer contribution and match after one year of service, Paid Time Off, Paid Parental Leave after one year of service, and Professional Development opportunities.

Complete our online employment application and upload your résumé and a cover letter telling us about why you are interested in and experience relevant to the position.

Position open until filled. No phone calls or drop-ins please.

University Prep does not discriminate on the basis of race, color, caste, national or ethnic origin, religion, creed, age, gender, marital status, sexual orientation, gender identity, veteran’s status, disability, use of a trained service animal, or any other characteristic protected by federal, state, or local laws. This policy applies to admissions and administration of all its programs, as well as to all areas of employment.

www.universityprep.org