Assistant to the Head of School and Event Planner

$80,000 - $98,000/Yr

The Girls' Middle School - Palo Alto, CA

Full-time - Entry Level

Hybrid - Palo Alto, CA

Educational Services

About the position

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.

Responsibilities

• Support the Head of School by performing a variety of administrative functions, including calendar management, special projects, and meetings administration.
• Enable the effective use of the Head of School's time by maintaining calendars, arranging meetings, and resolving conflicting schedules.
• Organize and execute internal and external meetings, including preparing materials, taking notes, and following up on communications.
• Manage institutional association memberships and serve as the point person for outside vendors, clients, and partners.
• Develop and update a materials management system for easy access to documents and correspondence.
• Support the Head of School with crucial communications, including composing and editing memos and preparing presentations.
• Organize and execute GMS employee tenure awards and family event gifts.
• Administer the weekly staff lunch program and order food/snacks for various meetings and events.
• Maintain portions of the master school administrative calendar, including Board events and meetings.
• Provide administration for the Board of Trustees, including meeting scheduling, planning, and communication.
• Attend Board meetings and take and distribute minutes.
• Manage all venue arrangements for multiple annual events, including Graduation and faculty/staff social events.
• Develop relationships with vendors and coordinate with IT and Facilities staff for event readiness.
• Recruit faculty, staff, and volunteers for events and provide clear instructions for delivery and set-up needs.

Requirements

• Unimpeachable integrity and discretion.
• Outstanding organizational skills and attention to detail.
• Collaborative, flexible, and supportive approach to teamwork.
• Excellent verbal and written communication skills.
• Strong technical skills, particularly with spreadsheets, word processing, and meeting software (Mac, Google Apps, MS Office, Zoom).
• Cross-cultural competency and respect for diverse backgrounds.
• Previous experience in an academic or non-profit setting is preferred but not required.
• Bachelor's degree or equivalent knowledge and/or experience in an administrative role.

Nice-to-haves

• Experience working with middle schoolers.
• Good sense of humor and ability to stay calm in stressful situations.

Benefits

• Competitive salary range of $80,000 - $98,000 per year.
• Opportunities for professional development and growth within the organization.