Executive Assistant

Executive Assistant - Houston 

A well-established private school in Houston is seeking an experienced Executive Assistant to support the Head of School in managing a demanding schedule, communications, Board responsibilities, and day-to-day priorities. This position serves as a key point of contact for individuals communicating with the Head of School and requires exceptional judgment, discretion, organization, and follow-through. The ideal candidate will be proactive, polished, highly trustworthy, and able to anticipate needs while effectively managing changing priorities. The Executive Assistant will represent the Head of School and the school community with warmth and professionalism while maintaining a high level of confidentiality.
Responsibilities
Calendar, Communications & Daily Priorities

• Manage the Head of School’s complex calendar and respond promptly to scheduling requests.
• Protect time for high-priority commitments, identify scheduling conflicts, propose solutions, and coordinate changes.
• Monitor and organize the Head of School’s email and phone communications.
• Draft routine correspondence, route inquiries to the appropriate individuals, and follow up on outstanding requests.
• Respond on behalf of the Head of School within established guidelines while appropriately escalating sensitive or confidential matters.
• Prepare the Head of School for meetings by assembling materials, tracking deadlines, and identifying necessary follow-up.
• Coordinate professional travel, including flights, lodging, ground transportation, itineraries, and meeting materials.

Personal Executive Support

• Provide occasional personal administrative support that impacts the Head of School’s schedule, including appointments, meals, travel arrangements, and personal planning.
• Communicate discreetly regarding personal scheduling and confidential information.
• Exercise sound judgment when balancing personal requests with professional responsibilities.
• Maintain appropriate separation between personal and organizational expenses and follow established purchasing and reimbursement procedures.

Meetings, Board Support & Events

• Coordinate leadership meetings, including agendas, materials, minutes, action items, and follow-up.
• Support Board and committee meetings by coordinating schedules, RSVPs, agendas, meeting materials, and confidential documents.
• Maintain organized Board records and distribute materials through the organization’s designated systems.
  Coordinate logistics for retreats, dinners, special events, and other gatherings hosted by the Head of School, including venues, catering, setup, and follow-up.

Administrative Operations & Special Projects

• Maintain organized and confidential physical and electronic files and records.
• Scan, archive, retrieve, and distribute documents as needed.
• Manage assigned organizational credit card transactions, including receipts, expense coding, reconciliation, and expense reporting.
• Coordinate confidentiality agreements and notarize documents when authorized and qualified.
• Assist with special projects involving external funding, community partnerships, professional development, and organizational initiatives.
• Attend relevant meetings, maintain records, coordinate forms and payments, and track project-related budgets.
• Provide limited administrative support to other members of senior leadership or Board leadership when requested.
• Help prioritize competing requests and ensure appropriate follow-through.

Qualifications

• Significant experience supporting a senior executive, CEO, President, Head of School, or other high-level leader.
• Experience in a private school, independent school, nonprofit, foundation, or similarly mission-driven organization is a plus.
• Exceptional written and verbal communication skills.
• Strong interpersonal judgment and the ability to handle confidential information with discretion.
• Demonstrated ability to anticipate executive needs and manage a complex, frequently changing calendar.
• Strong organizational skills with the ability to prioritize competing requests and meet deadlines.
• Excellent proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, and Google Workspace.
• Ability to quickly learn new organizational and administrative systems.
• Bachelor’s degree or equivalent relevant professional experience.
• Notary commission is a plus, or willingness to obtain one if required.

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