Executive Assistant to the Head of School (temporary)

Executive Assistant to the Head of School 

1.0 FTE (temporary leave replacement, approximately three months)

About The Northwest School

The Northwest School is an independent day and boarding school serving students in grades 6–12 on an urban campus in Seattle’s Capitol Hill neighborhood. As Seattle’s only day and boarding school, Northwest offers a distinctive educational experience that combines rigorous academics with experiential, interdisciplinary learning in a vibrant city setting.

Our liberal arts program nurtures compassionate, globally aware, and environmentally conscious students who find joy in learning and are prepared to engage thoughtfully and creatively in an interconnected world. Northwest is a warm, inclusive community grounded in shared values and a deep commitment to belonging. 

We believe diversity strengthens our school and are dedicated to building a faculty and student body that reflects the broader society. We strongly encourage candidates from underrepresented groups to apply.

Position Summary

The Executive Assistant to the Head of School serves as a trusted administrative partner to the Head of School and provides essential operational support to ensure the smooth functioning of the Head's Office. This temporary, full-time position manages complex scheduling, coordinates meetings and communications, prepares materials and reports, and supports day-to-day administrative operations.

The Executive Assistant also serves as the primary administrative liaison to the Board of Trustees, coordinating Board and committee meetings, preparing agendas and meeting materials, recording minutes, and assisting with Board communications and events. In addition, the role oversees key Main Office functions, supports school-wide projects and events, supervises the Front Office Manager, and collaborates with members of the Senior Leadership Team to ensure efficient administrative operations.

This position requires exceptional organizational skills, sound judgment, discretion in handling confidential information, strong written and verbal communication abilities, and the flexibility to manage multiple priorities in a fast-paced independent school environment. Some evening work is required to support Board meetings and special events.

This is a full-time, temporary leave replacement position expected to last approximately three months.

Responsibilities

Executive Administrative Support to the Head of School

• Provide complex calendar management for the Head of School
• Schedule regular meetings of senior leadership and internal committees
• Prepare and/or compile materials and take meeting notes
• Coordinate travel and conference registrations, and process expense reports for the Head of School
• Prepare correspondence and respond to miscellaneous requests on behalf of the Head of School
• Conduct research; prepare reports and presentation materials as directed
• Maintain paper and electronic files and organize information in support of the Head of School’s duties
• Prepare and monitor the Head of Schools budget

Support to the Board of Trustees

• Act as the Head’s liaison with Trustees and as their first point of contact with the school
• Assist the Board President and Executive Committee, schedule Board and committee meetings and manage all meeting logistics
• Attend monthly Board meetings, draft agendas, assemble and distribute materials, record and prepare minutes
• Attend monthly Governance Committee meetings, draft agendas, prepare and distribute materials, record and prepare minutes
• With the Board President and Head of School, prepare and monitor the Board’s annual budget, maintain annual documents and historical records
• Plan, manage, and execute event logistics for Board Retreat, new Trustee Orientation, Board/Faculty Retreat, and annual holiday and end-of-year parties
• Facilitate conference registrations and travel arrangements
• Plan, manage, and execute event logistics, including site identification and catering for annual faculty retreat, holiday party, and various on-campus events
• Assist in the preparation and monitoring of the Main Office and Administrative budgets
• Supervise the Front Office Manager and ensure the front desk is adequately staffed
• Prepare weekly employee newsletter and Head’s monthly newsletter
• Oversee the development and updating of the master school calendar
• Provide administrative support to other members of Senior Leadership Team when available
• Oversee all Main Office functions including reception, mail, outgoing and incoming packages, and ordering of supplies
• Ensure that all Main Office equipment is running smoothly (copier, postage machine); coordinate with IT or appropriate vendor for repairs
• Participate in Open Houses and assist with other school events as requested
• Some evening hours required

Required Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred
• Minimum of 3 years of progressively responsible executive administrative support experience, preferably supporting senior executives or school leadership
• Demonstrated experience managing complex calendars, scheduling, and competing priorities
• Experience coordinating meetings, preparing agendas, taking accurate meeting minutes, and following up on action items
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational skills with exceptional attention to detail and accuracy
• Ability to maintain strict confidentiality and exercise sound judgment with sensitive information
• High proficiency with technology, inclusive of Microsoft Office 365 (Outlook, Word, Excel, PowerPoint)
• Ability to work independently while collaborating effectively with a variety of stakeholders
• Strong customer service orientation and professionalism when interacting with faculty, staff, families, trustees, and community members
• Ability to occasionally work evenings for Board meetings and school events

Preferred Qualifications

• Experience supporting a Head of School, CEO, Executive Director, or another senior executive
• Experience working in an independent school, nonprofit, higher education, or similarly mission-driven organization
• Experience supporting a Board of Trustees or Board of Directors, including meeting logistics and minute-taking
• Experience planning events, retreats, conferences, or large meetings
• Supervisory experience
• Experience managing budgets, expense reports, and purchasing
• Familiarity with school information systems (Blackbaud, Canvas), calendar management platforms, and HRIS systems (Paycom)
• Demonstrated ability to anticipate needs, solve problems proactively, and improve administrative processes
• Commitment to fostering an inclusive, welcoming, and service-oriented environment aligned with The Northwest School's mission and values

Physical Demands

• Ability to lift to 25 pounds in connection with job duties, such as assisting with setup or moving materials
• Ability to stand, sit, and move comfortably on campus for extended periods
• Ability to climb stairs and navigate uneven surfaces as needed between locations within and outside school buildings
• Willingness to work outdoors in varying weather conditions, including inclement weather
• Evening and weekend work may be required at times

Compensation & Benefits

The salary range is $95,000 to $105,000, based on education and years of experience. This is a 1.0 FTE benefits eligible position.

The Northwest School offers a comprehensive benefits package, including fully paid employee medical, dental, long-term disability, and life and accident insurance; a 403(b)-retirement plan with up to 6% employer match after one year; generous time off; daily lunch; access to an on-site fitness facility; robust professional development support; and the opportunity to work in a dynamic urban school community.

Application Process

Please submit a cover letter and résumé online at: https://www.northwestschool.org/about/employment

We are an Equal Opportunity Employer that values workplace diversity. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, gender identity, veteran status, genetic information, or marital status.