Position:
Executive Assistant and Project Manager to the Upper School Principal
Department:
Upper School
Location:
Warren Hall, Milton Academy Campus, Milton, MA
Hours:
Generally 8:00 a.m. - 4:30 p.m. Full-time with the flexibility to work nights and weekends
FLSA:
Exempt
Classification:
Staff (12-month)
Summary of Position:
The Assistant / Project Manager plays a pivotal role in the Upper School, ensuring that the Upper School Principal and the Principal's Administrative Team can work as a collaborative, effective, and efficient team. In addition to providing support for the Principal's daily office operations, calendar, communications, and budget, the individual also is responsible for ensuring regular and timely communications from the principal's office on one-time, strategic items and events as well as day-to-day needs (e.g., newsletters, faculty-related meeting schedules, professional development agendas, and the faculty handbook). Each year, the Assistant / Project Manager also supports the Principal defining and managing special projects for the Upper School that improve the division. Finally, the individual also completes key activities in support of annual Upper School events (such as opening of school, family weekend, and graduation), in collaboration with the School's events department.
Essential Functions and Responsibilities:
In support of the Upper School Principal's Office:
Serve as the main point of contact for the Upper School Principal's office, and respond to students, families, employees, and visitors, including those with concerns or questions, in an appropriate and timely manner; this includes:
Answering the Principal's office phone
Greeting visitors to the Principal's office and supporting the Principal in ensuring that meetings start and end on time
Managing the Principal's calendar, including liaising with other school offices, faculty, families, and students to schedule meetings as needed
Arrange catering services and other meeting logistics (e.g., audiovisual, space set-ups), as requested
Monitor the Principal's budget and submit relevant invoices and credit card statements for processing
Arrange travel, as requested
Order supplies and complete mailing & copying, as needed
Other duties as assigned
In Support of the Principal's Work with the Upper School Administrative (Ad) Team:
Support the Principal in developing and keeping special projects on track; create project plans, identify and monitor the completion of milestones and deliverables, using project management software as needed
Attend Ad Team meetings; support meeting facilitation, circulate agendas and issue meeting notes & action items
Schedule regular team, smaller group, and 1:1 meetings with the Principal, including meetings related to administrator performance reviews and department chair evaluations
Coordinate candidate meetings for the Principal and Dean of Faculty during the new employee hiring process
Support the Dean of Faculty in issuing workload letters
Support the Dean of Students in issuing housing assignment letters
Ensure that the external Milton Academy website and Veracross intranet contains the latest information related to the Upper School
Manage the Ad Team time off calendar and associated requests made in ADP
Support newsletters, as requested
Other duties as assigned
In Support of the Upper School Faculty:
Coordinate the writing, editing, and sending of the Principal's newsletter
Develop and issue faculty meeting schedules
Create faculty professional development schedules and support logistics related to professional development days
Oversee editing and distribution of the Upper School Faculty Handbook and other summer faculty communications prior to the start of a new school year
In Support of Annual Upper School Events:
Write brief communications that clearly describe and announce Upper School events
Track Upper School-related RSVPs, as necessary
Provide and manage the provision of key deliverables for events (e.g., name tags for family weekend, assign acquisition and delivery of gifts for prize assembly, diplomas for graduation)
Support the execution of events on the day-of, by being a visible, active presence; address last minute needs and serve as a welcoming and helpful presence to attendees
Education/Certification/Licensure:
Required:
An associate's degree
Preferred:
A bachelor's degree
Experience:
Required:
A minimum of three years of proven experience in supporting an individual in a leadership role. Experience overseeing and managing budgets.
Preferred:
Five or more years of proven experience in supporting an individual in a leadership role. Project management and/or events experience. Experience working in an independent boarding/day school.
Competencies:
Proficiency in multitasking and organizing the work of self and others, with the ability to prioritize responsibilities and projects.
Demonstrated ability to act with courtesy, tact, and diplomacy.
Excellent verbal and written communication skills.
Demonstrated computer expertise, including proficiency in Google Workspace, Microsoft Office and Adobe Creative Cloud. Ability to learn and adapt to new technology and communication systems, including Veracross.
Ability to work collaboratively with internal and external constituencies.
Understanding of confidentiality and related issues.
Receptive to supervision, feedback and professional development.
Desire to be a part of a dynamic educational community.
Physical Abilities:
Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements.
Must be able to move around the Milton Academy campus without restriction.
Must be able to lift up to 25 pounds.
All interested internal candidates must complete an application for promotion or transfer and inform your supervisor as soon as possible.
The essential functions and basic skills have been included in this job description; it is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.
An equal opportunity employer, Milton embraces diversity and the pursuit of excellence. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race (including natural and protective hairstyle), color, sex (including pregnancy and pregnancy related condition), sexual orientation, gender identity, gender expression, religion, religious creed, physical or mental disability, age, genetic information, veteran status, ancestry, citizenship, national or ethnic origin or any other status protected by applicable law.
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