Executive Assistant To The Assistant Head Of School For Academics

St. Luke’s School, a secular (non-religious), college-preparatory day school serving grades 5 through 12 in New Canaan, Connecticut, seeks a creative and talented Executive Assistant to join its administrative staff. This is an exciting opportunity to extend your professional contributions to the life of a school in unique ways - reporting to and working closely with the Assistant Head of School for Academics, the Executive Assistant manages all workflow related to overseeing the faculty. The Executive Assistant plays a key role in coordinating the hiring process and will work closely with Human Resources. The Executive Assistant also supports other key administrators on specific projects.

The Executive Assistant should be highly organized, collaborative, and professional in handling sensitive and confidential matters, proactive in anticipating and planning for future challenges and opportunities, and eager to learn and grow. A successful candidate will be someone who is able to pivot quickly yet thoughtfully, responding and thinking on their feet as needs evolve. The Executive Assistant should have strong interpersonal skills and cultural competence, with demonstrated experience working in a diverse setting, and set a tone of genuine affection for people, especially school-aged children but also adult colleagues, alumni, parents, and professionals outside of the School.  

This position begins July 1, 2024. 

Primary Job Responsibilities:

Support the Assistant Head of School for Academics

• Manage the Assistant Head of School’s calendar, always apprising the Assistant HOS of important deadlines, conflicts, and potentially sensitive issues.
• Handle the Assistant Head of School’s correspondence, including sorting and prioritizing mail, preparing responses whenever possible, and maintaining and updating standard letters and responses.
• Screen the Assistant Head’s calls, responding or taking messages as appropriate.
• Complete research projects for the Assistant Head of School and present the research in succinct, usable formats.
• Create the student feedback surveys and filter, download, and forward response summaries to administrators. 
• Manage the budget of the Assistant Head of School and complete monthly purchase card reconciliations. 

Support the Faculty Growth & Renewal Team

The Assistant Head of School for Academics leads this team. The team is composed of key administrators who oversee the work of classroom teachers. 

• Attend the meetings of the Faculty Growth and Renewal Team, noting action steps that come from discussion and following up as needed. 
• Maintain the school-wide 8:00 am faculty and staff meeting schedule.
• Coordinate the annual New Faculty and Staff Orientation in August and subsequent monthly breakfast meetings.
• Coordinate the faculty and staff meeting days before school begins in August and after school ends in June, partnering with Flik food services, facilities, and IT. 
• Plan and organize professional development retreats for the team. 

Coordinate All Faculty Hiring

• Partner with the Assistant Head of School for Academics in screening candidates. Read files and resumes to determine who meets the criteria to be eligible for an initial interview.
• Manage the hiring workflow in the applicant tracking system, Workable.
• Coordinate logistics for all faculty hiring: 
• schedule Zoom and in-person interviews for the Assistant Head of School
• organize all travel arrangements for finalists visiting campus
• ensure all steps in the hiring process are completed (e.g., reference checks).

Coordinate Professional Development for Faculty & Staff

• Manage the school-wide Professional Development budget. Collect receipts and complete the purchase card reconciliation sheets monthly. Present regular updates to the Faculty Growth and Renewal Team regarding the use of the budget. 
• Register individuals and groups for professional development, including arranging travel. Create travel itineraries as needed. 
• Create schedules and coordinate arrangements for campus visitors including guest speakers.
• Support teams and departments doing on-campus professional development. 

Key Skills & Qualities:

• Bachelor’s Degree required
• At least 3 years of prior relevant experience in an office setting
• Highly organized, collaborative, and professional in handling sensitive and confidential matters, proactive in anticipating and planning for future challenges and opportunities, and eager to learn and improve skills within a school culture that prizes continuous improvement.
• Excellent communication skills including written and verbal with well-developed questioning and listening abilities as well as strong skills in professional correspondence, document editing, website navigation, spreadsheets, database, and record-keeping; strong proficiency with a range of standard office applications (including all components of Google Suite and MS Office) and the ability to develop expertise with new systems and software.
• Ability to prioritize and complete tasks, work independently, and handle several projects simultaneously.
• Strong interpersonal skills and cultural competency skills, with a demonstrated. commitment to furthering an equitable and inclusive school community that supports a strong sense of belonging.
• Ability to work occasional evenings as needed.

• Self-starter; able to anticipate, troubleshoot, and resolve problems creatively.

This is a full-time, 12-month staff position with excellent benefits including to not limited to medical, dental, life insurance, extraordinary paid time off, 4 day summer work week, tuition remission, as well as a very generous employer-matching retirement savings plan.

Located in New Canaan, Connecticut, St. Luke’s attracts families from over 35 towns throughout Connecticut and New York. A combination of challenging academics and truly exceptional community support distinguishes St. Luke’s and encourages our students to go above and beyond their own expectations. The school offers an inclusive environment where differences in race, culture, and personal beliefs are embraced as assets that enhance education. St. Luke’s prides itself on being a forward-thinking school where students hone their own distinct leadership skills - developing a strong moral compass, the commitment to serve, and the confidence to lead.

St. Luke’s School is an equal opportunity employer. St. Luke’s School does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, ancestry, citizenship, age, marital status, disability, veteran status, sexual orientation, or any other basis prohibited by law with regard to hiring, terms and conditions of employment or educational programs. We strive to provide a welcoming educational environment where the value and dignity of every member is respected.