• Full Time
  • Seattle

Website Epiphany School

Position Description:

Epiphany School seeks an Executive Assistant to provide on-site, executive-level support to our Head of School, light support for the collective Leadership Team, and serve as liaison to the Board of Trustees. This role serves as the Head of School’s right hand, oversees project timelines for the School’s strategic initiatives, interfaces with a broad range of stakeholders, and represents the School and its Leadership in a positive light by drafting executive communications for internal and external audiences.

The ideal candidate will be a collaborative problem solver with a growth mindset, has strong attention to detail with a knack for clear communication across a broad range of audiences, skilled at discernment and prioritization, is personable with a welcoming presence, and is often seen as the “glue” on a team.

Epiphany School has exciting goals on the horizon with a need for someone in this role who can easily pivot from tactical implementation to strategic vision. The person in this role will get equally excited about creating standard operating procedures, arranging logistics and agendas for meetings, and coordinating with collaborators to ensure work product is delivered on time and key milestones are met. The person serving in this role will be expected to model the ethical and professional standards of the School by upholding a strict level of confidentiality and discretion while uplifting positive working norms through everyday interactions.

This position has the opportunity to participate in robust professional learning and school community events.

This is an on-site role and is required to report to school campus located in the Madrona neighborhood of Seattle, Washington. Epiphany School does not cover or reimburse for relocation costs and/or expenses.

This is an exempt, full-time, manager-level, year-round position.

Standard work hours are typically Monday – Friday 8:00am – 4:00pm during the academic year. Staff meetings may run through 5:00pm on Wednesdays which will be communicated ahead of time and Board meetings are held once a month from 7:00 – 8:30pm.

Essential Duties & Responsibilities:

  • Serves as the HOS “right hand” to ensure HOS stays on schedule and is prepared for each meeting by creating and managing project timelines for initiatives where HOS must weigh in, coordinating with collaborators to ensure work product is delivered on time to allow HOS appropriate review time
  • Conserves the HOS’s time by reading, researching, collecting, and analyzing information as needed, in advance, and advising on next steps
  • Serves as diplomatic gatekeeper and logistics manager for the HOS by managing HOS schedule and calendar in support of school priorities, responding to scheduling related emails, managing HOS calendar and meeting requests, and resolving scheduling issues
  • Represents the School, HOS, and LT in a positive light by safeguarding and managing the public opinion of the HOS and LT through monitoring strong follow through of commitments, drafting and preparing executive communications for internal and external audiences
  • Serves as the BOT liaison coordinating with key stakeholders to ensure deliverables are submitted in time for publication of monthly board meeting packet, distributing board materials in a timely manner, managing the BOT portal, and taking and maintaining official minutes for BOT
  • Develops and maintains HOS and LT standard operating procedures (SOPs) to provide clarity on when/how to provide feedback, suggestions, raise concerns, etc. and communicates with and trains internal stakeholders
  • Arranges staff recognition, acknowledgement, and departure gifts in partnership with supervisors and HR Manager
  • Oversees the logistics for LT member’s professional development and leadership retreats
  • Supports key BOT and staff orientation events in partnership with the Events & Community Engagement Manager and HR Manager and enlists support as needed (e.g., group registration, setting up carpool sign ups, set up/break down, ordering and picking up food, and promoting events internally)
  • Supports NWAIS accreditation process and responsible with HOS for driving work in all phases of accreditation cycle
  • Manages and partners with the Administrative Assistant to ensure Division Heads and Director of Finance & Operations’ schedules are aligned and programmatic, strategic objectives are met
  • Schedules travel itineraries for HOS and LT members as needed
  • Models the ethical and professional standards of the School by upholding a strict level of confidentiality and discretion, uplifting positive working norms, and contributing to a brave and authentic work culture through everyday interactions
  • Supports school operations by filling supervision duties as needed during recess, arrival/dismissal, or at the front desk

Typical Knowledge, Skills, and Abilities:

  • High school degree obtained; additional degrees are a plus
  • A minimum of 5 years of administrative support, with a minimum of 3 years of Executive/C-Suite administrative support a must; progressive administrative experience considered
  • Proven office administration experience with expertise in Microsoft Office Suite products and familiarity with online calendaring/meeting tools and cloud systems
  • Ability to provide strong customer service with an expertise in oral, written, and presentational communication skills in the English language required (fluency in additional languages a plus)
  • Proven ability to work collaboratively across teams, manage multiple projects with accuracy and attention to detail, think proactivity, operate with minimal direction, and self-prioritize work
  • Ability to serve in a high-profile environment as a school ambassador and leader with tact, diplomacy, and an inviting presence
  • Brings expertise in interpersonal skills with the ability to influence others without formal authority
  • Skilled at independent judgment, collaborative and creative problem-solving, and managing up
  • Ability to develop, implement, and improve standard Executive office policies and procedures
  • Displays a growth mindset through attitude and action
  • Commitment to adhering to strict confidentiality and exercising discretion as it relates to sensitive company, employee, student, and/or community member information
  • Ability to work flexible hours as dictated by the business needs of the HOS to support projects, meetings, and meet deadlines

Compensation & Benefits: 

The starting salary range for this role is $80,000 – $95,000 according to Epiphany School’s Administrator pay scale and based on years of experience, education, and skill. When determining an initial offer, we carefully consider these factors and may ask the intended hire for additional documentation.

Alongside salary, Epiphany School offers a comprehensive benefits package including:

  • Benefits stipend to put towards employee benefits including medical, dental, vision coverage, voluntary employee, spousal, and child life and critical illness insurance, accident insurance, voluntary short-term disability, and flexible health savings accounts
  • Employer-paid monthly premiums for employee assistance program and long-term disability coverage
  • 403(b) retirement plan with employer contribution
  • Paid holidays
  • Paid vacation and sick leave
  • Reduced summer schedule
  • Paid supplemental parental leave after 12 months of employment
  • Professional development budget
  • Work-From-Home opportunities available per the school’s policy

How to Apply: 

Interested candidates should submit a resume and optional cover letter through our Employment Portal. The priority review deadline for applications will be January 16, 2024 but applications will be received until the position is filled.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United Sates and to complete the required employment eligibility verification form upon hire. Final offer will be contingent on the successful completion of a background, education, and employment check.

About Epiphany School: 

Epiphany School is a non-parochial, independent elementary school serving grades Pre-Kindergarten through Fifth Grade and just celebrated its 65th year of operation. The school mission is to challenge and support all students to become confident, curious, and courageous learners through innovative teaching in a caring and inclusive environment. We strive to inspire every child to discover meaning and purpose in a life of learning, actively cultivate an awareness and respect for diversity in all forms, and strive to create a positive, joyful, and inclusive community by embracing the following values:

Respect: We encourage empathy through the strength of our differences, awareness of our global surroundings, and adherence to high standards of conduct.

Responsibility: We build integrity and trust by understanding our choices and owning our actions.

Resourcefulness: We foster resilience and expect all to search and find, to fail and learn, to risk and succeed in a changing world.

With over 260 students, Epiphany School is large enough to offer a broad spectrum of educational opportunities and small enough to maintain a close-knit community that is much like an extended family. We are fortunate to continue to serve some families over multiple generations. The beautiful, historic campus is located in a quiet setting in central Seattle’s Madrona neighborhood.

Epiphany School Inclusivity Statement

Epiphany School promotes and cultivates a diverse community as essential to academic success, social and emotional growth, and the development of good character. Engaging diverse perspectives stretches the mind and requires critical thinking, intellectual courage, and creativity. It takes careful listening and thoughtful expression and manifests itself in cultural competency. Thinking beyond oneself and seeing the world through the eyes of others is the foundation of fairness and empathy, and thus prepares our students to live respectfully and responsibly in our pluralistic democratic society.

Epiphany School is committed to the Americans with Disabilities Act and the principle of equal access and opportunity in education and employment and full participation for persons with disabilities in all its programs and services.

Epiphany School is an equal opportunity employer and will not discriminate against any employee because of race, color, national origin, citizenship or immigration status, religion, gender identity, gender expression, sex, sexual orientation, marital status, political ideology, physical, mental, or sensory disability, military status, genetic information, age, or any other characteristic protected by federal, state, or local law.

Epiphany School complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact careers@epiphanyschool.org.

To apply for this job please visit ats.rippling.com.