Executive Assistant to Head of School

Executive Assistant to Head of School Location Palo Alto, CA :

The Executive Assistant to the Head of the School at Silicon Valley International School (INTL) provides confidential, consistent, and professional support to the Head of the School (HOS), the Board of Directors, and its subcommittees. Possessing excellent organizational, writing, and editing skills and an ability to anticipate the office's needs, the executive assistant takes the initiative to make the work of the head of school and board more efficient. The Executive assistant to the head of the school acts as a coordinator for support staff and as a liaison between legal counsel and various stakeholders, providing support for any end-of-year tasks that may occur.

The position is also responsible for managing the sub-teachers, covering all teacher absences, reconciling/managing/distributing all summer orders placed in France, Germany, and China, and reconciling/managing/distributing all PYP orders.

The salary range for this position is $75,000 to $110,000 and depends on relevant work experience and education.

Job Duties:

• Help the Head of School manage her calendar, Board calendar, and INTL Calendar
• Supports leadership team with various administrative tasks
• Maintain confidentiality of any leadership team discussions and sensitive information
• Reconcile credit card statements with receipts for the Head of School
• Reconcile their credit card statements with receipts (monthly spending average $20.000+)
• Conduct phone calls and compose emails on behalf of the leadership team as assigned
• Coordinate arrangements for various conferences attended by HOS as needed (i.e., registration, travel, hotel)
• Coordinate arrangements for all professional development workshops attended by faculty members as needed (i.e., registration, travel, hotel, Per Diem Request), updating the corresponding spreadsheet on an ongoing basis
• Review calendars regularly to help predict the needs of the leadership team in the coming weeks
• Supervise and manage substitute teachers, coordinate coverage for all faculty absences, send a report to HR for payroll every other week for HR reconciliation matters, and update corresponding files on an ongoing basis
• Manage PYP program school supplies all year long ($22.500 annual budget) and update the corresponding spreadsheet on an ongoing basis
• Organize and manage French and German programs summer ordering as well as all PYP summer and ongoing orders, and update corresponding spreadsheets on an ongoing basis
• Organize Board meetings, retreats, and town halls
• Coordinate with EYP and PYP for field trips (tickets, reservations, buses, calendar) and update corresponding files on an ongoing basis.
• Organize all employees' CPR/First Aid training and update the corresponding file accordingly.
• Conduct research for the leadership team as requested
• Model the mission, philosophy, and goals of the school to all staff, parents, students, and the community
• Other duties as assigned by the Head of School

Qualifications

• Bachelor's Degree in Business Administration or a related field
• A minimum of 2 years of work experience in an administrative support role, preferably at the executive level
• Possess a strong knowledge of MS Office and G-Suite applications
• Have strong organizational skills and ability to juggle multiple projects simultaneously
• Ability to prioritize well and to work efficiently under pressure
• Ability to work independently and follow through on assignments with minimal direction
• Ability to handle confidential matters with discretion
• Skill in managing complex calendars

Compensation and Benefits

Our compensation is based on education and years of experience. (salary range listed above)

This position is categorized as an administrative staff member; we are therefore pleased to offer the following comprehensive benefits package, which includes the following:

• Employer-paid medical, dental, and vision insurance for the employee only
• Employer-paid short-term & long-term disability, life insurance, and employee assistance program
• Accrue six weeks of paid time off [9.85 hours per paid period]
• Two weeks of holiday pay in December [which will include Christmas and New Year's, per the school calendar]
• Paid sick leave - eighty (80)-hours equivalent or ten (10) calendar days per fiscal year
• Eight School holidays- per the school year calendar

Silicon Valley International School is committed to a policy of equal employment opportunity for all applicants and makes merit-based employment decisions. INTL prohibits discrimination based on race, color, ancestry, national origin, ethnicity, religion, age, sex, sexual orientation, physical or mental disability, genetic characteristic or information, marital status, military or veteran status, or other characteristics protected by law. INTL will afford equal employment opportunities to all qualified applicants and employees regarding all terms and conditions of employment, including, without limitation, hiring, training, promotion, compensation, transfer, discipline, and termination.

WE'D LOVE TO HEAR FOR YOU : To apply, please send a resume and cover letter to [email protected] Please note that applicants who do not submit a well-thought-out cover letter will not be considered. No phone calls, please.

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