Executive Assistant to Associate Head of School

Executive Assistant to Associate Head of School

About The Nueva School

The Nueva School, an internationally recognized, nonprofit, independent day school, has served gifted learners since 1967. Today, Nueva serves over 900 students PreK-12. Nueva is located in the neighboring towns of Hillsborough and San Mateo, equidistant between San Francisco and Silicon Valley, serving six different counties throughout the Bay Area of Northern California.

A constructivist school, Nueva is known for its distinctive inquiry-based interdisciplinary studies, project-based learning, and pioneering work in social-emotional learning and design thinking. The Nueva community instills a passion for lifelong learning, fosters social and emotional acuity, and develops the imaginative mind. Our school has received the US Department of Education National Blue Ribbon Award and the American Institute of Architects Award for School Design and Sustainability, has been recognized as an Apple Distinguished Program and appointed an Ashoka Changemaker School. Nueva has co-founded the Common Ground Speaker Series, hosts the biennial Innovative Learning Conference, and was highlighted by the Pulitzer Prize–winning and New York Timesbest-selling author Thomas Friedman in his book That Used to Be Usin the chapter “Average Is Over.”

Position Overview

Nueva seeks a self-starter that will serve as the executive assistant to the associate head of school. Working in a highly collaborative and innovative culture, this position offers the opportunity to engage with faculty, staff, parents, students, trustees, partners, vendors, and the public. You will communicate with all stakeholders, partner with our administrative support team, and handle time-sensitive and/or confidential details, questions and problems.

The ideal candidate will have experience working in a fast-paced environment, and is comfortable with some level of ambiguity and solving problems in collaboration with others.

This is a year-round, 12-month role.

Primary Responsibilities

Executive Support

• Efficiently and effectively manage and support a busy calendar and schedule as well as staff the offices of the Associate Head of School at both Hillsborough and San Mateo campuses.
• Represent and support the Associate Head of School and organization positively, efficiently, and effectively with all board, colleague, community, partner, and other constituents.
• Serve as a key team member supporting the administrative leadership team, the execution of the strategic plan, and the daily operations of the entire organization for the success of the school.
• Communicate and collaborate extensively with the administrative leadership team, the board, staff, faculty, parent leaders, partners, vendors, and the public.
• Partner extensively with administration colleagues, including division assistants and executive assistants, to support the leadership team and success of the school in daily operations as well as in executing special projects and events.
• Ensure that confidential school information and materials are handled with excellent judgment and appropriate discretion.
• Schedule and confirm committee/task force meetings.
• Coordinate events and travel, including domestically and internationally.
• Process expense reports, records and internal documents.
• Responsible for supporting the human resources efforts including recruitment.

Event Planning and Execution

• Extensive event planning and execution, including professional development institute registration and communication with attendees, in addition to site and day-of logistics such as catering, supply inventory and ordering, and space reservations.

Facility Rentals

• Field rental inquiries from external and internal community members, and partner with the associate head of school, and facilities & operations team throughout the process.

Tours

• Coordinate campus visits for national and international groups in partnership with the leadership team, division assistants, and campus hosts.

Transportation

• Manage all transportation services, collaborating with the business office to ensure best routes, service, and pricing are in place annually; communicate with parents/students throughout the year regarding transportation matters; and serve as a primary point of contact for transportation vendors.
• Forecast, propose, communicate, and execute route adjustments.

People Management

• Support, inspire and encourage a team of four administrative assistants across both of our campuses.
• Cross-train, offer guidance and delegate tasks as needed.
• Provide timely actionable feedback, and coordinate coverage with an external temporary staffing boutique when needed during vacations, etc.

Other duties as required and/or assigned.

Position Qualifications

• Bachelor degree preferred.
• At least 5+ years of executive administrative experience required.
• Understanding of independent school communities and culture, preferably in a PreK-12 environment, preferred.
• Must be highly collaborative, forward-thinking, solution and action-oriented, and flexible, with a cross-functional/cross-departmental mindset and capacity.
• Personable, positive, helpful personality, hospitality mindset.
• Keen attention to detail with excellent organizational and time management skills.
• Ability to solve problems with creativity, professionalism, tact and kindness.
• Ability to manage and prioritize multiple responsibilities simultaneously, and to pivot when necessary.
• Ability to manage competing demands, and adapt to frequent or unexpected changes.
• Compassionate, empathetic, intuitive, and diplomatic.
• Excellent oral and written communication skills.
• Demonstrated ability to maintain a high level of confidentiality.
• Strong proficiency in Microsoft Office Suite and the Google Suite, and ability and willingness to learn new applications and technologies as required.

Application Process

To apply, please visit http://nuevaschool.applytojob.com to submit a cover letter, rĂŠsumĂŠ, and contact information for at least three professional references.

Compensation will be commensurate with experience. All applications and inquiries will be kept strictly confidential. The Nueva School is an Equal Opportunity Employer – we do not discriminate against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability or sex.

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