The Grapevine Agency

Location: Sherman Oaks
General Hours: 8:00 am- 5:00 pm
Salary: DOE up to 120K plus benefits

Summary/Objective: The Executive Assistant (EA) to the Head of School provides a full range of administrative and strategic support to the Head of School. The EA also holds the responsibility for oversight of the Head of School’s office, functioning as both an extension of the Head of School and ensuring responsiveness, efficiency and warmth, so that everyone feels welcomed, respected, and well served. In addition, the EA provides support to the Administrative Team, and manages a variety of special projects.

Essential Functions:
●      Serves as a representative of the Head of School, answering questions, resolving issues, and making connections, always ensuring the Head and the School is represented in a professional, hospitable, and responsive manner;
●      Provides extensive support to the Head of School, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the Head of School;
●      Manages Head of School’s business communication (phones, email, and mail), applying necessary judgment to determine priorities and importance;
●      Assists the Head of School with programs and initiatives, such as admissions, enrollment, and secondary school outplacement;
●      Maintains the Head of School’s online calendar in Google Calendar; prioritizes requests for the Head of School’s attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances;
●      Establishes systems to ensure the Head of School is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares slide decks and presents information in a clear and concise manner;
●      Maintains and manages an organized and logical filing system for all electronic and paper documents;
●      Makes and manages all travel arrangements for the Head of School, including airline and hotel reservations, conference and meeting registrations, transportation, etc.;
●      Attends and prepares agenda and minutes for Administrative Team meetings;
●      Works with Administrative Team to coordinate workflow, facilitate projects, and plan meetings and retreats;
●      Provides administrative support to the Board of Trustees, including correspondence, agendas and minutes/notes for Board meetings, and all logistics for meetings, retreats, and events;
●      Writes, reviews, edits, and proofreads many documents;
●      Provides strategic and logistical support and management of special projects and institutional priorities identified by the Head of School;
●      Performs other duties as assigned by and in support of the Head of School.

●      TB clearance, COVID-19 vaccination, and background fingerprinting clearance required
●      Bachelor’s degree required
●      Minimum of 3-5 years experience as an Executive or Administrative Assistant, or comparable; experience in a private school setting is preferred
●      Proactive problem solving, both detail-oriented and flexible, demonstrating mature judgment and the ability to maintain confidentiality and composure under pressure
●      Superior organizational skills, project management experience and logistical skills
●      Strong writing and proofreading skills required
●      Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, coworkers, parents, alumnae, volunteers, trustees, and the public
●      Adaptability, honesty, self-reliance, teamwork, dependability, flexibility, willingness to listen and learn, work ethic, determination, persistence, problem-solving skills, loyalty, and congeniality are essential
●      Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy
●      Advanced understanding of technology and software, including Microsoft Office, Excel, Google applications, database management. Familiarity with integrated software systems.
●      Proficiency in the use of basic office equipment such as printers, copiers, and VOIP phones

Physical Requirements and Work Environment:
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.  The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation.
●      The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
●      Regularly works in standard office conditions and climate; frequently required to move around the office; works at a desk for extended periods of time; occasionally moves around campus
●      Ability to regularly work flexible hours to support the Head of School with emergent and urgent items and to meet deadlines; position will require some non-traditional work hours, including occasional nights and weekends

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