Executive Assistant to the Associate Head of School and CFOO, and Maintenance Coordinator

Full Time

The mission of Westover School is to empower young women to lead lives of consequence. 

School Information:

Westover School is a girls-centered boarding and day school for grades 9-12. We are committed to providing a college preparatory education in a small community atmosphere that emphasizes student-adult interaction. Westover, through program and faculty, endeavors to develop in each student the confidence and strength to shape their own life.

We are empowering students to be themselves, to make their own choices, and to appreciate diversity, resulting in young adults who find lives of purpose and meaning, who understand they can make a difference, and who understand the power of relationships.

Westover School seeks a responsible, dependable, and detail-oriented candidate as Executive Assistant to the Associate Head of School and CFOO, and Maintenance Coordinator. The ideal candidate will be an experienced office administrator with superior organizational and time-management skills. This position also includes event planning and management for some School events, schedule organization, and delegation of internal maintenance tasks and requests to facilitate the efficiency of our systems. This is a full-time, 12-month position reporting directly to the Associate Head of School and Chief Financial & Operations Officer (CFOO). Certain required events and meetings require availability during evenings and weekends.

Duties & Responsibilities

This position would be responsible for 50% time assisting the Associate Head of School, 40% time coordinating maintenance, and 10% the time assisting the CFOO.  

Administrative

Manage the Associate Head of School and CFOO’s schedule, daily meetings, and conferences;

Provide organization and prioritization in partnership with the Executive Assistant to the Head of the School;

Act as a central liaison between our Mojo Facilities Request system and our Maintenance Department;

Maintain professionalism and confidentiality befitting the office of the Head of School when dealing with all school constituencies, both internal and external;

Actively support the Associate Head of School and the School community in building awareness and education in developing equity at systemic levels throughout school operations, policies, and programs;

Assist the Associate Head of School and CFOO with the hiring and onboarding process for junior-level administrators, faculty, and staff positions;

Compose, edit, and disseminate organizational correspondence from the Associate Head of School;

Work in collaboration with the Executive Assistant to the Head of School and Registrar in organizing all significant events, including the Convocation, Award Ceremonies, Graduation, Family & Special Friends Weekend, Professional Development Days, Orientation, and employee appreciation events;

Track budget spending, generate monthly expense reports, assist in Associate Head and CFOO’s budget management, and authorize expenditures for major events;

Help support the Associate Head of School in moving forward with strategic partnerships such as Challenge Success and the JED Foundation to help implement findings and productive change to Westover’s mission.

Community Engagement

As a representative of the Head’s office, it is expected that the Executive Assistant to the Associate Head of School and CFOO will actively participate in the community. 

Collaborate, attend, and participate in all Professional Development days, training programs, orientation programs, benefit meetings, mandatory seminars, team-building exercises, and safety training/drills; and

Pursue professional development opportunities in and out of school; display willingness and ability to grow, learn, explore new approaches, and practice self-reflection.

The essential functions of this position require that the Executive Assistant to the Associate Head of School and CFOO possess:

Critical thinking skills and the ability to problem solve with poise;

Customer-Service driven work ethic;

Must be able to adhere to the highest standards of confidentiality;

Ability to make decisions independently and work collaboratively with a team;

Excellent communication skills, both verbal and written;

Superior organizational and time-management skills;

Ability to foresee issues before they arise as well as have an innate sense of the Associate Head of School’s needs;

Unwavering patience under duress in a variety of working environments; and

Capacity to manage and navigate a wide array of personalities while cultivating community support for Associate Head and CFOO initiatives.

Qualifications

Bachelor's Degree or equivalent experience;

3-5 years prior experience in a responsible Administrative position;

Proficient in the use of Microsoft Office Suite and Google Applications, and online portal management;

Experience or interest in and commitment to diversity, equity, and inclusion initiatives;

Ability to handle highly sensitive information with discretion and maintain confidentiality;

Experience in a non-profit or education setting preferred; and

Comfortable in a tech-heavy environment.

Application Notes: 

Interested candidates should address these aforementioned qualifications and skills in their cover letter in addition to providing a résumé.

Westover School is located in Middlebury, CT; 45 minutes from New Haven, 1 1/2 hours from New York City, and 2 hours from Boston. For more information, please visit our website at www.westoverschool.org.

Westover School is an Equal Opportunity Employer. We celebrate the diversity of all kinds and are committed to creating an inclusive culture built on a foundation of respect for all individuals. We seek to hire, develop, and retain talented people from all backgrounds. Individuals from non-traditional backgrounds, historically marginalized or underrepresented groups are strongly encouraged to apply.