Executive Assistant to the Head of School

Marymount School of New York seeks an exceptional Executive Assistant to provide high level administrative support to the Head of School and serve as a central coordinator of the Head's Office, supporting the Head's priorities, board responsibilities, and daily operations. 

This highly visible role requires a polished, proactive professional who excels in executive support, project coordination, governance administration, and relationship management. The successful candidate will serve as a key liaison among the Head of School, Board of Trustees, school leadership, families, and other members of the Marymount community, helping to ensure the effective operation of the Head's Office. 

The ideal candidate is an experienced executive assistant with excellent judgment, exceptional organizational skills, strong written communication abilities, and the discretion to manage multiple priorities in a fast-paced environment. As a representative of the Head, it is important to interact with students, families, faculty, staff, trustees, and external partners with professionalism, discretion, warmth, and respect, fostering positive and productive relationships across the community. 

Essential Responsibilities

Executive Support to the Head of School

• Manage the Head of School's complex calendar, scheduling priorities, and daily workflow.
• Provide comprehensive administrative and logistical support to the Head of School, including travel arrangements, expense management, scheduling, hospitality, ad hoc projects, and special requests.
• Manage and prioritize inbox correspondence ensuring timely responses and follow-up. Draft, edit, and coordinate communications. 
• Prepare briefing materials, agendas, and meeting notes.
• Anticipate needs, identify challenges, and proactively develop solutions.
• Handle highly confidential information with discretion and professionalism.

Board of Trustees Support

• Coordinate Board of Trustees’s meetings.
• Maintain board calendars, meeting schedules, and records of minutes and action items.
• Prepare agendas, packets, reports, and supporting materials.
• Manage trustee communications, scheduling, and logistics.

Operations & Project Management

• Track meeting action items and deadlines on behalf of the Head.
• Coordinate scheduling, communications, and information flow among Advancement, Admissions, Finance, and Academic Leadership teams.
• Provide administrative support for selected College Counseling projects and activities as needed.
• Maintain systems and processes that enhance the efficiency and effectiveness of the Head's Office.

Community & Event Support

• Coordinate logistics and communications for meetings, special events, and school functions involving the Head of School.
• Support commencement exercises and other major institutional events.
• Welcome trustees, donors, and distinguished guests to campus.
• Participate in occasional evening and weekend commitments as required.

Qualifications

• Bachelor's degree preferred.
• 3-5 years experience supporting a CEO, president, head of school, or other senior executive.
• Demonstrated success managing complex calendars, communications, and competing priorities.
• Experience supporting boards, trustees, or governance structures preferred.
• Independent school, nonprofit, or educational experience highly desirable.
• Exceptional written and verbal communication skills.
• Strong organizational, project management, and follow-through abilities.
• Excellent interpersonal skills and the ability to build relationships across diverse constituencies.
• Proven ability to exercise sound judgment and maintain confidentiality.
• A calm, professional presence and service-oriented mindset.

Technical Skills

Proficiency with:

• Google Workspace
• Blackbaud
• BoardEffect or a comparable board management platform
• Canva
• AI productivity tools, including ChatGPT, Claude, Fyxer, and/or Superhuman