Executive Assistant to the Head of School

Hanahau’oli School seeks an experienced Executive Assistant who supports the work of the Head of School's Office. The Executive Assistant works closely with the Head of School to provide crucial administrative support, project management of discrete projects, and thought partnership for a dynamic office. As a diverse, inclusive school devoted to social justice and preparing students to live and work in an increasingly globalized and multicultural society, Hanahau’oli School is particularly interested in professionals with demonstrated interest and experience in working in such a school setting.

The ideal candidate will have a positive approach and the ability to learn quickly. The individual must be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. This is an ideal opportunity for an accomplished and motivated Executive Assistant who is detail-oriented and enjoys working collaboratively in a fast-paced environment. The Executive Assistant will be forward-facing with members of the community and should embrace the nuances of interpersonal communication across many constituencies.

The Executive Assistant is a key partner within the Head of School's office. The Executive Assistant must be highly organized and have the ability to think critically and offer solutions to problems with a high level of professionalism. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment.

Essential Duties & Responsibilities

• Support the Head of School in all operational and academic areas to ensure the continued smooth operation of the school.
• Serve as the primary "gatekeeper" for internal and external constituencies on all matters pertaining to the Head of School's Office, including those of a highly confidential nature.
• Provide administrative support to the Head of School, including
• Manage the Head of School's calendar by prioritizing a strategic schedule of appointments with good judgment and discretion, taking into account the robust day-to-day school calendar. This includes keeping the Head of School on schedule throughout the day, scheduling meetings, distributing reminders, and ensuring that the Head of School is prepared for meetings with relevant documents, materials, and planning time.
• Draft, proofread, and format documents and correspondence from the Head of School's office.
• Ensure that materials and necessary preparations are in place for meetings such as board meetings and board committee meetings.
• Answer, screen, and route phone calls as appropriate.
• Manage and respond to appropriate outreaches on behalf of the Head of School's Office.
• Manage the expense reconciliation for the Head of School. 
• Coordinate travel, hotel, and conference registrations for the Head of School.
• Support and assist with the coordination of logistics and planning (including room set-up, meals, technology needs, and materials) for board, board committee, leadership, and all-school faculty & staff meetings, including retreats, Professional Development Days, Opening & Closing Days, special annual and seasonal events (e.g., annual faculty and staff parties, new faculty & staff welcome events, other major school events, etc.)
• Maintain a proactive approach to anticipating the needs of the Head of School, including the preparation for and scheduling of all activities.
• Serve as a welcoming, discrete, and effective representative of the Head of School's office, which includes greeting guests, supporting the faculty and staff Social Committee with the various special events to honor colleagues (including retirement parties, Staff Appreciation, etc.), sending sympathy and congratulatory messages, and gifts, etc.
• Facilitate the execution of key tasks for the school, such as finalizing the school calendar, organizing and scheduling school photos, coordinating bus transport for learning trips, managing school lunch, etc. 
• Manage specific school communications, such as the School App, bulletins, programs for events, etc. 
• Assist with ad hoc projects, as needed.

Skills and Competencies:

• High level of computer proficiency; working knowledge of Google Suite, Office Suite, Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. School database (FACTS SIS) proficiency is preferred, but not necessary
• Prior experience as an administrative assistant to a high-level executive is preferred
• Bachelor's degree preferred, but not required
• Excellent organizational skills with a keen eye for detail, impeccable follow-up skills, and the ability to manage multiple competing priorities
• Flexible, responsible, and resourceful, with strong time-management skills
• Demonstrated ability to maintain confidentiality and use discretion
• Professional demeanor, welcoming disposition, sense of humor, and positive attitude
• Strong written and oral communication skills
• Ability to work independently and creatively within established guidelines
• Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts
• Efficiently support the goals of the school in a variety of unanticipated ways
• Ability to collaborate with colleagues and constituencies from across the school community
• Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously, and the ability to prioritize competing responsibilities to meet deadlines
• Ability and willingness to occasionally work outside of the workday or work week for special programs, events, and meetings is required.
• Ability to think outside of the box with a sense of urgency
• Commitment to excellence - perform duties at the highest level possible on a consistent basis
• Commitment to working in and fostering an inclusive community;
• Serve as a reliable and trusted partner with high integrity;
• Contribute positively to the overall morale of those within the institution