The Pennington School
  • Pennington, NJ, USA
  • Full Time

Founded in 1838, The Pennington School is an independent, coeducational school serving day and boarding students in grades 6 through 12. Total student enrollment is approximately 525, of which 25% are boarding students.

Reporting to the Head of School, The Executive Assistant serves as a resource to the Head's office by providing a full range of administrative and project support. In addition, the Executive Assistant works closely with the Board of Trustees and the Leadership Team for administrative and organizational support for meetings and communications. This role also manages large School-wide events, including Convocation and Commencement, as well as annual events and activities, and works closely with trustees, faculty, staff, students, parents, and alumni in a variety of roles. 

Specific Duties and Responsibilities:

Headmaster's Office:

  • Support and manage the Head of School's calendar and schedule for daily and ongoing events; ensure all materials are prepared for meetings and appointments;
  • Format and distribute correspondence both electronically and hardcopy;
  • Handle all incoming mail and phone calls, respond or redirect as necessary. Prepare correspondence, meeting agendas and reports;
  • Coordinate and complete projects and special assignments, assist with arranging special events and functions, awards and gifts;
  • Arrange domestic and international travel, plan and prepare itineraries and arrangements, coordinate immigration visas and paperwork;
  • Handle arrangements for guests and events, schedule, plan and execute dinner meetings and other events;
  • Manage the Head of School's office budget, process invoices and credit card bills, order office supplies, and manage the coordination of technology needs.

Board of Trustees:

  • Schedule, arrange, and attend Board of Trustees meetings, prepare and distribute meeting details, write and deliver meeting minutes;
  • Arrange Board dinners, schedule and prepare new Trustee orientation;
  • Handle Trustee professional development registration;
  • Order and distribute NAIS survey;
  • Maintain Board portal and update Board policy manual.

Leadership Team:

  • Schedule and attend weekly meetings, work with the Head of School to prepare agenda, write meeting minutes for distribution;
  • Schedule and manage the annual leadership retreat;
  • Assist the Head of School to work with direct reports on setting goals/job descriptions;
  • Handle logistical matters related to NJAIS Accreditation Team visits.

All School Faculty/Staff:

  • Manage the School's internal calendar, schedule calendar planning meetings with various constituent groups;
  • Prepare and handle end of year faculty and staff recognition gifts;
  • Manage school-wide events of Convocation, Graduation, Senior/Parent Dinner, Opening of School;
  • Plan and manage faculty and staff gatherings including the holiday party, end of year party and other events as needed.

Qualifications:

  • A bachelor's degree is preferred.
  • 5-10 years of administrative assistant experience working for a senior leadership member at an independent school or college/university
  • Exceptional organizational, writing, proofreading, and editing skills, along with professional judgment, discretion, diplomacy, and confidentiality are required.  
  • The ideal candidate will have the ability to anticipate and initiate the needs of the Head of School's office.
  • Strong technical skills of word processing, spreadsheet, database, and graphic presentation software are required. 
  • Specific and advanced proficiency with Google software and Microsoft Office Suite applications, including Word and Excel, and also database management experience is essential and required.
  • A solid level of IT literacy, the ability to troubleshoot basic technical issues, and the ability to adapt to future technology advances and changes are essential.
  • Initiative and an ability to work both independently and collaboratively are necessary skills.
  • Work during evenings and weekends will be required, as needed.

This position is located at our 54-acre Pennington, NJ, campus, and is full-time with benefits.  Qualified candidates should submit a cover letter, resume, and salary requirements.

The Pennington School is deeply committed to the principles of diversity, equity, and inclusiveness and is an Equal Opportunity employer.  Minorities, women, and individuals with disabilities are encouraged to apply.

The Pennington School
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