The Executive Assistant to the Head of School provides a full range of administrative and strategic support to the Head of School. The Executive Assistant also holds the responsibility for oversight of the Head’s office, functioning as both an extension of the Head and ensuring both responsiveness, efficiency and warmth, so that everyone feels welcomed, respected, and well served. In addition, the Executive Assistant provides administrative support to the Board of Trustees, limited support to the Leadership Team, and manages a variety of special projects.
Serves as a representative of the Head of School, answering questions, resolving issues, and making connections, always ensuring the Head and the School are represented in a professional, hospitable, and responsive manner.
Provides extensive support to the Head of School, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the Head.
Serves as receptionist for the office of the Head of School: greets guests, answers phones and emails, and responds to questions from faculty, staff and visitors
Manages Head of School’s business communication (phones, email, and mail) applying necessary judgment to determine priorities and importance.
Maintains the Head of School’s online calendar in Microsoft Outlook; prioritizes requests for the Head of School’s attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances
Establishes systems to ensure the Head of School is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner
Prepares purchase orders and processes invoices for goods and services for Head of School approval, working with the Business Office to ensure timely processing and payment
Prepares the Head of School’s monthly credit card reconciliation and procures and attaches appropriate original receipts
Maintains and manages an organized and logical filing system for all electronic and paper documents
Manages Head of School’s business communication (phone, email, and mail), applying necessary judgement to determine priorities and importance Makes and manages all travel arrangements for the Head of School, including airline and hotel reservations, conferences and meeting registrations, transportation, etc.
Organizes and coordinates catered luncheons and other events
Attends and prepares minutes for meetings of the Board of Trustees, Executive Committee, Officers Committee, and Leadership Team
Prepares the agenda and collates, compiles, and packages meeting materials for mailing and emailing to the Board of Trustees prior to each quarterly meeting
Provides administrative support to the Board of Trustees, including correspondence, agendas and minutes/notes for Board meetings, and all logistics for meetings, retreats, and events
Works with Leadership Team to coordinate workflow, facilitate projects, and plan meetings and retreats
Prepares and distributes the agenda for all-school meetings
Reviews, edits, and proofreads various documents
Provides strategic and logistical support and management of special projects and institutional priorities identified by the Head of School
Abides by Hockaday’s Code of Ethics and Conduct
Demonstrates a commitment to the ideals expressed in Hockaday’s Tenets of Staff Excellence
Performs other duties as assigned by and in support of the Head of School
Proven experience as an Executive or Administrative Assistant; experience in a private school setting is preferred
Superior organizational skills, project management experience and logistical skills.
Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, co-workers, parents, alumnae, volunteers, trustees, and the public
Adaptability, honesty, self-reliance, teamwork, dependability, flexibility, willingness to listen and learn, work ethic, determination, persistence, problem-solving skills, loyalty, and congeniality are essential
Proactive problem solving, both detail-oriented and flexible, demonstrating mature judgement and the ability to maintain confidentiality and composure under pressure
Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy
Advanced understanding and ability to use computers and technology including Microsoft Windows and Office products, including a proficiency in the ability to mail-merge in Word and perform basic functions and formulas in Excel; prior experience with Enterprise Resource Programs such as SeniorSystems or BlackBaud is preferred
Proficiency in the use of basic office equipment such as printers, copiers, VIOP phones, and fax machines
Bachelor’s degree is required
Must successfully complete background screening and verification
Physical Requirements and Work Environment:
Regularly works in standard office conditions and climate
Regularly uses close and distance vision, including working at a computer screen for extended periods of time
Frequently required to move around the office; works at a desk for extended periods of time; occasionally moves around campus
Ability to occasionally move items weighing up to 30 lbs. across the office or campus
Works in a highly stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions
Ability to regularly work flexible hours to support the Head of School with emergent and urgent items and to meet deadlines; position will require some non-traditional work hours, including occasional nights and weekends
Qualified candidates should complete an online application for employment and attach a résumé. You will receive an email confirming receipt of your application.
The Hockaday School is an equal opportunity employer. It is our policy not to discriminate, and to comply with all applicable state and federal laws prohibiting discrimination in employment based on race, color, sex, sexual orientation, creed, religion, national origin, ethnicity, age, disability, veteran status or other applicable protected classification.
About The Hockaday School
The Hockaday School is an independent, college preparatory day and boarding school for girls of strong potential and diverse backgrounds who may be expected to assume positions of responsibility and leadership in a rapidly changing world. With an enrollment of almost 1,100 students, The Hockaday School is the nation’s largest prekindergarten through grade 12 independent girls’ school. Ranked among the country’s finest college preparatory schools, it was founded over a century ago and continues today to build on its original Four Cornerstones: Character, Courtesy, Scholarship, and Athletics.
Hockaday’s faculty are recognized as experienced leaders in their field and students in every grade benefit from outstanding faculty and access to unmatched resources. Families who choose Hockaday care deeply about providing their daughters with a comprehensive and rigorous education, both inside and outside the classroom. Hockaday’s student body reflects the diversity that is deeply valued by the School. While most Hockaday families come from across the great Dallas-Fort Worth area, Hockaday students also come from across the United States and around the world.
The Hockaday School is an ...extraordinary place to work, with bright and engaged students and unparalleled professional development opportunities and support.
Mission Statement: Believing in the limitless potential of girls, Hockaday develops resilient, confident women who are educated and inspired to lead lives of purpose and impact.