Executive Assistant to the Head of School

Position: Executive Assistant to the Head of School

Reporting To: Head of School

Direct Reports: Receptionist & Purchasing Assistant

FLSA Status: Exempt

FT/PT: Full-time

When Needed: approx. June 23, 2025

On-Site

Pay Rate: $80,000 to $95,000

Why St. Thomas School? 

You thrive in a fast-paced environment, working alongside others who share your ideals. You are inspired by children and appreciate their joy and energy. You enjoy making an impact and being part of something bigger than yourself. You believe that schools should be among the most innovative places on earth. And you are committed to excellence and professional growth. We offer a competitive salary, robust benefits, professional development, and an extraordinary work environment. If this inspires you, we’d love to learn more about you!

Who We Are: 

Founded in 1951 and located on the east side of Seattle in Medina, Washington, STS is a private, non-sectarian school for Preschool through eighth-grade students. Our educational journey is defined by a cognitively engaging program with an emphasis on developing character, leadership, and a passion for learning and achievement. Our highly regarded curriculum prepared students to excel at future endeavors while honoring the school’s long-standing core values.  

We commit to an inclusive and diverse community in which everyone can say, "I belong." We seek employees who are passionate, qualified and offer diverse perspectives. We are particularly interested in the role education and a diverse learning environment play in promoting equity and inclusivity. 

We Foster:

• A diverse, safe, and equitable school environment
• Actions and advocacy that support our Core Virtues
• Cultural competence, anti-bias, and social justice
• Intellectual curiosity and engaged, global citizenship

Job Summary:

The Executive Assistant provides administrative support to the Head of School and the Board of Trustees. This role also includes supervising the Receptionist & Purchasing Assistant while providing support and guidance to the Administrative Assistant Team. The ideal candidate must demonstrate a high level of diplomacy, confidentiality, organization, initiative, and integrity. Strong technological proficiency is essential. Additionally, the Executive Assistant should build relationships with all constituents in the community while serving as a liaison for the Head of School and upholding St. Thomas School's mission and values.

Executive Assistant Responsibilities:

• Manage the Head’s complex schedule, including meetings and travel arrangements
• Prepare agendas, minutes, and follow-up actions for meetings
• Draft and manage correspondence, reports, and presentations, maintaining organized digital and physical filing systems
• Act as the first point of contact between the Head and internal/external stakeholders
• Screen and prioritize emails, calls, and requests, responding where appropriate
• Coordinate events, conferences, special projects, and gifts
• Support logistics for school activities, assisting with periodic evening and weekend events
• Ensure compliance with school policies and regulatory requirements
• Reconcile and code administration expenses each month
• Handle sensitive information with discretion and confidentiality
• Assist with special projects and initiatives as directed by the Head of School
• Represent the Head of School with professionalism in all interactions

Board of Trustee Responsibilities:

• Coordinate Board of Trustee meetings, including room set-up, catering, and communication, ensuring relevant documents are posted on the Board portal
• Record all Board meetings with minutes and process Board resolutions, trustee and committee appointments and policy decisions, circulating appropriate documentation and school communication
• Provide organizational and communication support for events relating to Trustee retreats, new board member orientation, and other relevant trustee events
• Act as the point person for trustee inquiries and requests

Administrative Assistant Team/ Front Desk Responsibilities:

• Supervise Receptionist & Purchasing Assistant, including ongoing performance appraisal and annual review
• Mentor newly hired Administrative Assistants
• Ensure a welcoming office environment in support of students, parents, and visitors
• Provide professional development opportunities for the Administrative Assistant Team
• Coordinate Administrative Assistant Team meetings and events
• Coordinate coverage for the Receptionist & Purchasing Assistant when required, in partnership with other Administrative Assistants
• Offer coverage, when required, to assist students with minor health needs in coordination with other Administrative Assistants, including calling home when a student is unwell
• Share new school protocols or system updates with the Administrative Assistant Team