The Girls' Middle School - Palo Alto, CA
posted 4 months ago
The Assistant to the Head of School (HoS) and Event Planner at the Girls' Middle School (GMS) plays a pivotal role in ensuring the smooth operation of the Head of School's office and the successful execution of various school events. This position is designed for a warm and welcoming individual who will greet guests and manage the day-to-day activities of the Head of School and the Board of Trustees. The Assistant will be responsible for fostering community relationships and expressing gratitude to parents, faculty, staff, and supporters of the school. This role requires collaboration with colleagues to coordinate significant events such as Graduation and Entrepreneurial Night, and to partner with the Advancement team for the annual Scholarship Breakfast. Additionally, the Assistant serves as the first point of contact for members of the GMS Board of Directors. In terms of administrative support, the Assistant will perform a variety of functions including managing the Head of School's calendar, arranging meetings, and making travel arrangements. This role requires a proactive approach to enable the effective use of the Head of School's time, utilizing initiative and knowledge of priorities. The Assistant will also be responsible for organizing internal and external meetings, preparing necessary materials, and ensuring effective communication with all stakeholders. Furthermore, the Assistant will manage institutional memberships, serve as a liaison for outside vendors, and develop a materials management system for easy access to documents. The role also involves supporting the Board of Trustees by scheduling meetings, preparing documentation, and attending Board meetings to take minutes. The Assistant will manage venue arrangements for multiple annual events, develop relationships with vendors, and coordinate with IT and Facilities staff to ensure readiness for events. This position requires a collaborative and flexible approach, with a strong emphasis on communication and organizational skills. The ideal candidate will have a commitment to the empowerment of young women and the goals of the organization, along with the ability to work occasional nights and weekends.