"Executive Assistant of York Country Day School"

Position Summary

The Executive Assistant of York Country Day School (YCDS) serves as an administrative leader supporting the Head of School (HOS) and Administration Team in advancing the school's mission and priorities. This role provides hands-on operational and event coordination, ensuring the seamless functioning of the Head's Office and the broader leadership team. This person supports a culture of collaboration and clear communication within the school's leadership structure.

With the Head of School and Administration Team, the Executive Assistant helps coordinate projects, direct day-to-day logistics, and manage communication from the Head of School and Administration Team acting as a trusted liaison to the Board of Advisors, Administration Team, York College, and YCDS community.

Outcomes

• 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.

Leadership, Strategy, and Governance (40%)

• 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 and its members.

Executive and Administrative Support (25%)

• 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.

Operations Liaison (15%)

• 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.

Event and Calendar Management (10%)

• 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.

Community and Culture Support (5%)

• 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.

Human Resources & Compliance (5%)

• 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.

Qualifications

• 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.