Executive Administrator – June 2024

Staff / Full-Time

Carroll School, Lincoln, MA

School Overview:

Located in Waltham, Lincoln, and Wayland, Massachusetts, Carroll School is an independent day school that serves students with language-based learning differences, such as dyslexia. Carroll School empowers children to become academically skilled students who are strong self-advocates and confident lifelong learners prepared to enter other academic settings. Carroll is an inclusive community committed to embracing diverse strengths, identities, and lived experiences in order to give each child what they most need to thrive.

Carroll School is an equal opportunity employer that offers competitive salaries and benefits, including comprehensive professional development opportunities.

Position Summary:

Reporting to the Head of School, the Executive Administrator plays a pivotal role in supporting the efficient functioning of the school’s leadership. This position involves working in collaboration with the Head of School, to manage schedules, communications, and all work from the Head’s office,  while ensuring confidentiality and professionalism. The Executive Administrator acts as a liaison between the Head of School and internal/external stakeholders (including employees, students, parents, trustees, donors), demonstrating strong organizational and communication skills.

 

The ideal candidate will be a proactive problem solver adept at managing complex administrative tasks, possess exceptional communication skills, and demonstrate a keen ability to maintain confidentiality. This role is crucial in ensuring the smooth and efficient operation of the Head of School’s office, contributing to the overall success and reputation of our educational institution. The Executive Administrator must reflect and support our mission-driven commitment to creating and maintaining a diverse and equitable school community. Due to the nature of this position, this is an in-person position. 

Responsibilities:

  • Meet with the Head of School regularly.
  • Efficiently manage and coordinate the Head of School’s calendar including meeting scheduling and agenda preparation. 
  • Partner and collaborate with appropriate teams/offices on school events.
  • Draft and proofread correspondence, reports, and other documents with a high level of accuracy and attention to detail.
  • Act as liaison to the Board of Trustees including: 
    • Coordinate materials, logistics, and support for all meetings, activities and initiatives for the board, including committee meetings, special sessions, and retreats; 
    • Communicate as needed with all members of the board, both as a group and individually, in a timely and respectful manner; 
    • Manage the Board website portal, posting relevant documents before each meeting.

 

  • Create partnerships and coordinate special projects across all areas of the school in order to streamline processes, deliver on deadlines, and coordinate requests and expectations for the Head of School’s time.
  • Coordinate the budget for the Head of School’s office
  • Organize and maintain confidential files, records, and contact databases, ensuring accessibility and accuracy. 
  • Work with school leaders to create the annual school “essential date” calendar and keep the three divisions and staff Google calendars up to date.

Qualifications:

  • Proven experience as an executive administrator or in a similar role
  • Exceptional organizational skills and high attention to detail
  • Strong written and verbal communication skills
  • Proficient in Google Suite and other technology
  • Ability to maintain a high level of confidentiality and discretion
  • Experience in overseeing budget and expenses
  • Previous experience in an educational setting is preferred
  • Ability to work independently and collaboratively in a fast-paced environment
  • Ability to travel across three campuses

Carroll School

Lincoln, MA
Elementary, Middle School, High School
Day
All Gender