Friends Community School (FCS) is a progressive co-ed Quaker K-8-day school serving a diverse student body from the greater Washington, D.C. area. FCS offers a challenging curriculum imbued with strong values of equality, integrity, community, environmental stewardship, simplicity, and peaceful conflict resolution, rooted in our Quaker heritage. Faculty and staff are highly engaged and enjoy flexibility, autonomy, and creativity. FCS’s LEED-certified building is situated on 17 acres surrounded by Greenbelt National Park, nine minutes from the University of Maryland, College Park, and thirty minutes from Washington, D.C.
The Executive Assistant to the Head of School provides executive-level administrative support to the Head of School, facilitating the smooth functioning of the School, and prioritizing the strategic implementation of the resources of the Head of School’s Office. The Executive Assistant organizes, coordinates, and performs administrative duties requiring independent judgment, discretion, and confidentiality.
Strong organizational and communication skills and a professional demeanor are essential to this high-profile position. The Executive Assistant to the Head is a member of the Senior Administrative Team and supervises the Assistant Director of Auxiliary Programs when that individual is performing front desk duties.
The Executive Assistant will be in frequent communication with faculty, administrators, trustees, parents, students, and alumni so that discretion, diplomacy, and courtesy are of the utmost importance. This position requires an individual who can assess, prioritize, and synthesize the varied requests. It will be important that this person enjoys both the details of the inner workings of the School and appreciates how the details inform the larger picture.
Essential Duties and Responsibilities
Prepare drafts of communications from the Head of School’s office; prepare and manage the preparation of reports, briefing materials, correspondence, proposals, and related documents to be disseminated school wide.
Provide support to Board of Trustees (BOT): prepare materials and assist in planning for New Trustee Orientation; coordinate BOT meeting logistics and oversee the preparation and distribution of BOT materials prior to meetings; maintain BOT contact information document; maintain e-mail distribution lists for BOT and standing committees; assist with scheduling standing committee meetings as requested; and manage the BOT calendar of meetings and notable events.
Manage the Head of School’s calendar and schedule being sure her schedule is set to reflect her highest priorities and that she has all materials prepared for each appointment; field inquiries from and arrange for meetings with staff, faculty, parents, and alumni; arrange all travel; reserve meeting spaces; track all meeting attendance and arrange for refreshments.
Schedule administrative meetings and retreats, individual routine meetings with the Clerk of the Board, Clerks of Board Committees, the Clerk of Adelphi Friends Meetings, Parent Association, and other parent meetings as requested, meetings with Trustees, meetings with guests, and candidate interview meetings.
Assist Head of School in arranging special events on campus, including in her residence; organizing and coordinating school-wide events such as faculty functions, trustee meetings, and varied special events (such as Opening party, End-of-year party, In-Service meetings). Function as RSVP contact for school events, compile and communicate responses when necessary.
Triage all mail (electronic and postal) sent to the Head of School; respond to certain types of mail as her representative.
Provide support in responding to incoming telephone calls for the Head of School collecting reliable information to assist her in returning calls or referring calls to more appropriate staff members.
Evaluate and improve workflow and efficiency in the School’s administrative offices.
Take the utmost care to maintain and protect the confidentiality of the Head of School’s Office and student and employee files.
Prepare, edit, and update printing projects including the School Calendar in consultation with the Director of Communications. Support the Director of Communications as a “back up” in distributing the Weekly Bulletin.
Perform routine office work, special projects and other duties as assigned by the Head of School to include but not limited to the following:
In conjunction with Assistant Director of Auxiliary Programs (ADAP) greet visitors, answer phones, distribute mail, and communicate messages accordingly.
Create phone information cards for teachers and staff.
Provide forgotten lunches to children
Earn and maintain certifications in CPR, First Aid, and Medication Administration.
Provide first aid and supervises sick children in compliance with school and Maryland guidelines
Assist students with special needs
Become knowledgeable about Magnus, school’s electronic medical records system
Maintain major calendars including building use, school master calendar, and provide printed copies of weekly calendar to admin staff.
Advertise for, screen, schedule interviews, and verify clearances for teachers and substitutes in coordination with Head of School
Maintain the calendars for the Lower School Head and Middle School Division Head
Tidy and keep organized the workroom and front office along with the ADAP
Order and restock supplies and copier paper for the teacher workroom in the summer
Qualifications and Skills Required
Bachelor’s degree preferred with 5-7 years of experience in a school or nonprofit setting
The ability to effectively present information in writing and orally
Discretion and the ability to handle confidential and sensitive matters appropriately
State-of-the-art computer skills; facility with Google applications including Google Docs, Google Calendar, Gmail, Google Presentation, Google Spreadsheet; facility working with databases such as Blackbaud
Ability to effectively multi-task while working in a highly organized fashion
Meticulous, flexible, unflappable, and energetic
An open and collaborative work style
A positive outlook and a sense of humor
An elevated level of integrity and a strong work ethic
Please send a cover letter, resume, and the names and contact information of three professional references to Angela Garcia, Head of School, firstname.lastname@example.org.
FCS is committed to building a diverse, equitable, and inclusive educational community and does not discriminate based on age, race, religion, gender, gender identity, color, sexual orientation, or national or ethnic origin.
Friends Community School (FCS) is a progressive co-ed Quaker K-8 day school serving a diverse student body from the greater Washington, D.C. area. FCS offers a challenging curriculum imbued with strong values of equality, integrity, community, environmental stewardship, simplicity, and peaceful conflict resolution, rooted in our Quaker heritage. Faculty and staff are highly engaged and enjoy flexibility, autonomy, and creativity. FCS’s LEED-certified building is situated on 17 acres surrounded by Greenbelt National Park, nine minutes from the University of Maryland, College Park, and thirty minutes from Washington, D.C.