Executive Assistant

June 2, 2022
Job Type
Work Hours
7:45 - 4:15 Monday through Friday
Salary Option
Based on Experience
Street Address
500 Linden Oaks Dr.
Rochester NY


We have an outstanding opportunity for a Direct Hire Executive Assistant!  AP has partnered with a well-known college preparatory school to source an experienced E.A. to support the Head of the School and the Board of Trustee’s.  This is an excellent opportunity to join a high achieving organization that fosters creativity, is stimulating and on the cutting edge of education.  The successful candidate should have previous experience working in an educational or non-profit organization with a good understanding of bylaws and policies.  Other traits necessary to be successful in this position include strong technology skills, organizational skills, a warm and welcoming persona, and a passion for helping students lead lives of purpose, joy and meaning that make the world better! Pay rate for this role is $50k/yr depending on experience, and hours are 7:45-4:15 Monday through Friday, but there may be times outside of the norm.

In the interest of promoting a diverse and inclusive workforce, we welcome candidates from all backgrounds. Our client’s mission statement begins, “We are a diverse, inclusive school.” Along with a résumé, we ask that you provide a personal statement about how you see yourself promoting diversity and inclusivity if you join our organization.


  • Represent the Head confidentially and discreetly to parents, faculty and staff, trustees, and external constituencies through written, telephone, electronic, and in-person contact; serve as ambassador.
  • Manage Head’s Office and support Head – arrange meetings and appointments in a fast-paced environment; answer phones/screen calls/respond to email; edit large, school-wide reports; proof correspondence; arrange travel; maintain files and school records; organize hospitality for meetings, update designated web pages.
  • Board of Trustees Liaison: including preparing and distributing meeting materials, attending meetings, recording minutes, and maintaining corporate records.
  • Organize and staff (as requested) New Trustee Orientation, Board Retreat, and Board Social.
  • Provide support for initiatives as requested. Support the Governance Committee of the Board.
  • Organize all aspects of the Annual Business Meeting in May. Maintain records including School Bylaws and Policies.
  • Initiate and manage the creation and publication of the annual School Calendar. Take the lead on other school-wide publications, including annual Back to School document upload (August) and major community letters.
  • Model collaborative problem solving and support in coordination with other departments.
  • Organize school events including (but not limited to) New Faculty/Staff Orientation, Opening Faculty/Staff meeting, Welcome Back Social, Opening Day Assembly, Professional Days, Thanksgiving Assembly, Holiday Party, year-end.
  • Faculty-Staff Celebration, all-school faculty/staff meetings.
  • Support high-level initiatives as needed, including:
  • Decennial Re-Accreditation and Five-Year Review. Support writing and editing of Self-Study, organize all aspects of the Visiting Committee visit to the School.
  • Administrator searches
  • Strategic Planning
  • Fundraising campaign activity
  • Support the School and Business Office in recruitment, hiring, and creation and distribution of employee assignment sheets.
  • Coordinate employee recognition program (length of service awards presented annually in September and thank you gifts to departing employees in June).
  • Produce and distribute updates to Crisis Plan/School Safety Documents including Emergency Closing Procedures.


  • Human relations role model: pleasant, positive, tactful, resourceful; able to work behind-the-scenes and stay a step or two ahead of emerging situations; detail-oriented and persistent.
  • Excellent verbal and written communication skills for interpersonal relations as well as print and multi-media publications. Precise with grammar and usage.
  • Comfortable with technology Google Suite (proficient with MS Office (Word, Excel, PowerPoint), (Calendar, Slides, Sheets, Docs.), and Adobe Creative Cloud (PDF & E-signature, Adobe Sign, Ai, ID, PS)

Knowledge, Skills, Abilities, and Other Characteristics

Benefits and Pay

  • 3 weeks’ vacation
  • Paid major holidays
  • 2 One week breaks
  • 1 Two week break
  • 3 personal days
  • Medical benefits
  • Tuition reduction
  • 403b
  • Life Insurance
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