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Executive Assistant to the Rector

Company: St. Paul's School
Location: Lowell
Posted on: October 8, 2021

Job Description:

St. Paul's School
Job Title:             Executive Assistant to the Rector
Status:                 Exempt, Full-time, Full-year
Department:      Rector’s Office
Reports to:         Rector

NOTE:  This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be.  It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees supervised.  The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level or difficulty.

Summary: Reporting to the Rector, the Executive Assistant to the Rector offers direct support to the Rector, and to the Board of Trustees, serving as the primary point of contact for all internal and external matters pertaining to the Office of the Rector.

Essential Duties and Responsibilities include the following (other duties may be assigned at any time at the discretion of the employee’s supervisor):

Management of the Rector’s Office:

  • Manage and coordinate the Rector’s correspondence, reports, calendars, files, and archives; prepare meeting materials, and serve as gatekeeper by screening meeting and call requests;
  • Review the Rector’s multiple email inboxes to identify urgent priorities requiring attention, respond independently when possible, and forward to others when appropriate;
  • Collect, organize, and prioritize agendas and background materials for meetings and retreats in consultation with the Rector;
  • Document policy decisions and action items arising at Senior Staff meetings and retreats, and at Board of Trustee meetings;
  • Coordinate Senior Staff Professional Development Assessments;

Trustee and Trustee Meeting Support:

  • Serve as assistant to Board President on trustee matters, including sending correspondence on their behalf, drafting correspondence for their approval, surveying trustees, and other tasks as requested;
  • Design weekend trustee programs, including planning housing, dining, social events, entertainment, IT support, new Trustee Orientations, and other logistics for visiting trustees and families, and, when required, attend full Board Meetings to monitor needs and provide support;
  • Serve as lead administrator for the electronic Board service, initiate and upload Board books, maintain directory, archive Board documents, orient trustees to the board portal, answer their questions, and resolve problems, in collaboration with the Executive Assistant to the COFO;
  • Research attributes and contributions of retiring trustees; arrange for purchase, engraving, and presentation of farewell gifts;
  • Maintain ongoing communications and positive relationships with trustees;
  • Support Trustees’ work by conducting research and compiling information, offering recommendations for committee assignments, arranging meetings for the Board President.

 Collaboration & Networking Responsibilities:

  • Research and arrange the Rector’s travel, itineraries, and visas, in collaboration with the Advancement Office to ensure smooth itineraries;
  • Identify, plan, and schedule meetings with student, faculty, staff, and parent groups;
  • Schedule and plan professional and social gatherings/meetings with visitors, students, employees, community members;
  • Serve as liaison with external educational association representatives, including, ESA, NAIS, NEASC, TABS, etc., and oversee responses to their surveys and inquiries;
  • Update the Bylaws & Charter booklet in consultation with CFO and Legal Counsel;
  • Collaborate with the Office of the Vice Rector for Faculty and the Office of Human Resources to coordinate faculty interviews with the Rector, employment contract distribution and collection.
  • Work closely with members of the Admin Team and admin staff to support good communication.

Administrative Duties:

  • Plan social events and entertainment;
  • Purchase office necessities and gifts;
  • Reconcile Rector credit card use, approve invoices, and review budget reports for accuracy;
  • Create Board meeting minutes and keep records of all Board activity.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s Degree required
  • 5 – 7 years of experience in an executive administrative support role
  • Discretion and the ability to maintain strict confidentiality
  • Excellent oral and written communication skills
  • Ability to multitask effectively and maintain focus in a complex, fluid environment
  • Ability to monitor issues during the Rector’s absence, resolve independently or refer appropriately
  • Excellent facility with technology applications, including MS Office suite
  • Excellent interpersonal skills
  • Cultural competence

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects, tools or controls
  • Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus
  • Must be able to climb stairs and be capable of using visual display keyboard with continuous wrist movement on a keyboard
  • Ability to occasionally lift, carry, push, pull or otherwise move objects up to 5 lbs.

Work Environment: 

The work environment is a typical office.  Early mornings, evenings, and weekend responsibilities can be frequent based on the needs of the School. 

To Apply:

St. Paul’s School encourages applications from candidates who support the School’s commitment to creating a diverse and inclusive living and working environment.  For consideration,  please submit a cover letter, resume, and names and contact information for three professional references.  Review of Resumes will begin immediately and the position will remain open until filled. 

St. Paul's School is proud to be an equal opportunity employer and has a strong commitment to the principles of diversity.  St. Paul's School does not discriminate on the basis of race, creed, ethnic origin, disability or sexual orientation, and complies with applicable laws for the protection of civil rights. 


Keywords: St. Paul's School, Lowell , Executive Assistant to the Rector, Other , Lowell, Massachusetts

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