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Inside Higher Ed · 2 days ago

Executive Assistant of York Country Day School

York, PA

Full-time

Onsite

Mid Level

3+ years exp

Inside Higher Ed is seeking an Executive Assistant for York Country Day School to support the Head of School and Administration Team in advancing the school’s mission. This role involves operational and event coordination, managing communication, and ensuring the smooth functioning of the Head’s Office and leadership team.

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Responsibilities

Ensure the smooth, organized, and professional operation of the Head of School’s Office, reflecting the school’s mission and values in all interactions

Deliver clear, coordinated communication among the Head of School, Administration Team, Board of Trustees, faculty, staff, and families

Plan and execute major school events and leadership meetings with excellence, attention to detail, and a spirit of hospitality

Maintain accurate systems and records, ensuring confidentiality, efficiency, and reliability in all administrative processes

Model professionalism, initiative, and collaboration, contributing to a positive culture and the effective functioning of the school’s leadership

In collaboration with the Head of School, serves as liaison to the Board of Advisors, Administration Team, York College partners, and Parents’ Association—managing communication, meeting coordination, and follow-up actions

Assists in preparing reports, data summaries, and goal updates for the Head of School and Board of Advisors

Coordinates the work of department directors and Administration Team members by organizing agendas, collecting annual goals, and ensuring effective communication, and execution of shared priorities

Maintain communications and liaise with administrators, staff and other members of the School community as well as members of the broader community

Record, distribute, and maintain minutes for meetings, including, but not limited to, Administrative Team

Monitors and collects information for archival purposes

Perform a variety of complex, responsible and confidential duties; maintain legal and confidential materials, files and records, and reports ensuring adherence to School policies and procedures; maintain and update resource materials

Responsible for assisting in the development and administration of the Budget for York Country Day School, including tracking, submission, and timely processing of budgetary expenses, purchasing, and other transactions, through the College’s systems; Reconciliation of financial transactions and resolution of other financial issues related to the Office of the President

Helps manage the Head of School’s calendar, correspondence, and travel, prioritizing time and commitments effectively. Assists the Administration Team with the calendar, schedule, and correspondence as needed

Schedules and arranges substitutes for faculty and staff, in collaboration with division heads and the Administration Team

Handles P-Card reconciliation for the Head’s Office. Manages deposits for auxiliary programs for York College

Works closely with the Head of School to manage the daily operations and communications of the Head’s Office, including correspondence and reports

Oversees front desk functions and supervises the reception staff

Maintains key administrative systems by supporting Blackbaud (SIS) management, updating internal phone and email lists, and overseeing printer access for all employees

Receive, compile, and maintain confidential documents and records on behalf of the Office of the President

In cooperation with the York College Business Office, manages all YCP-related invoices for payment and other accounts payable tasks

Serves as primary liaison for YCP-related operational systems, including phones, copiers/printers, and Motorola radios—managing service, troubleshooting, user access, and inventory

In partnership with the division heads and faculty, coordinates and manages the Pennsylvania State Book Orders

Oversees facility inspections and safety systems, including fire alarms, extinguishers, and annual Emergency Guidebook distribution

Manages vendor relationships for campus services and other operational support needs

Coordinates, tracks, and distributes all supply orders

Assists with special events for the Head of School and Administration Team in support of institutional priorities

Oversees the All-School Calendar, coordinating with the Administration Team, faculty and staff; assists in creating the annual academic-year calendar and scheduling the Incubator Lab and Conference Room

Independently, and as part of the School’s Administration Team, plans, coordinates, and manages logistics for key School events, including Commencement, school visits, campus events, activities, and other special events

Manages food orders for all events requiring catering or refreshments

Coordinates faculty and staff appreciation efforts, including holiday gifts, event flowers, and other celebratory recognitions

Manages school hospitality and branding needs by overseeing catering coordination, menu approvals, and ordering of business cards, stationery, and related materials

Partners with the Head of School, Assistant Heads of School, Administration Team, and York College HR on recruitment, hiring, and onboarding processes

Assists with annual orientation and onboarding for new employees

Coordinates with York College regarding benefits-related processes to support faculty and staff

Qualification

Google WorkspaceMicrosoft OfficeOrganizational skillsCommunication skillsProject management toolsInterpersonal skillsService-orientedAdaptabilityAttention to detailConfidentiality

Required

High School diploma or GED required, Bachelor's degree preferred

3-5 years' experience as an executive assistant, project manager, or operations administrator, or related field, ideally in education or a nonprofit setting

Exceptional organizational and multitasking abilities; skilled in managing complex schedules and projects in a fast-paced environment

Excellent written and verbal communication skills; strong attention to detail

Strong interpersonal skills with the ability to work collaboratively across departments

Proficiency in Google Workspace, Microsoft Office, and comfort with databases and project management tools

Service-oriented, collaborative, and adaptable, with a genuine appreciation for school community life. Enthusiasm for and understanding of the mission of York Country Day School

Ability to manage sensitive issues with diplomacy, discretion, and professionalism

Occasional evening and weekend work required to cover school events

Ability to maintain confidentiality