Executive Assistant to Head of School

Staff / Full-Time

Gann Academy, Waltham, MA


Gann Academy is an independent high school in Waltham, MA, that offers a competitive salary and comprehensive benefits package featuring generous paid time off policies paid vacation, paid sick days, and additional paid days off based on the Jewish calendar. Other benefits include Employer Retirement (403B) Matching and Health insurance.

Hungry? Gann has a full-service kosher dairy dining hall complete with a fresh salad bar and multiple hot meal options. Gann offers an attractive physical environment with bright spaces, FREE parking, and extensive fitness facilities for our faculty and staff.

Gann celebrates our community of smart, collaborative, and compassionate professionals; Gann staff/faculty tout the support and teamwork of their colleagues as a highlight of their Gann experience and one in which Gann is different from any other school or community.


Our fast-paced and dynamic Head of School is seeking a resourceful and detail-oriented individual to provide both administrative support and communications assistance. This position requires a high level of flexibility, diplomacy, discretion, writing, and communication skills. The successful candidate will interact with a wide range of constituents including donors, parents, employees, and students. Candidates should possess excellent problem-solving skills. The Executive Assistant (EA) will help support the school’s mission as a trusted partner to the Head of School.


The position is a 12-month, exempt, and in-person. The hours are flexible; however, there is an expectation that when the Head of School is working, the EA is on-call. This sometimes involves weekend and night events. However, the EA can recoup these hours, which will not regularly exceed 40 hours worked per week.


Administrative Responsibilities and Executive Assistance

  • Maintains Head of Schools calendar, triage, prioritize, set, and track appointments

  • Monitors phone calls and visitors, takes detailed messages, problem-solves, provides information when questions emerge, and communicates on behalf of Head of School as requested

  • Keeps documentation and work plans for senior leadership team initiatives, coordinates follow-ups and tasks

  • Helps support performance management activities (goal setting, etc.)

  • Creates various presentations for the Head of School (PowerPoint, etc.)

  • Manages Head of Schools events (refreshments, reserve space, send out agenda, follow-up)

  • Manages in-service programming and professional development programming as appropriate

  • Manages all travel for senior team

  • Covers the schools front desk when necessary

  • Performs other administrative tasks for various departments as needed

Communications Responsibilities

  • Helps support the development of content for internal and external communications (weekly community emails, development, admissions emails, etc.)

  • Helps support academic program materials and communications

  • Writes personalized thank you notes, sends bereavement and congratulations announcements, sends personalized gifts

  • Sits in on meetings when appropriate, takes notes and sends follow-ups

  • Drafts and edits correspondence for Head of School, including letters to the community, memos, follow-up emails, thank you notes, policies, etc.

  • Manages Head of Schools social media presence by posting regularly and gathering appropriate photos and videos which are aligned with strategic priorities

  • Develops and maintains systems for communication, file sharing, and documentation

Board of Trustees Support & External Affairs

  • Serves as communications and administrative liaison to the Board of Trustees. Responsible for meetings, calendars, and providing information to trustees as needed

  • Prepares Board meeting and board retreat materials and coordinates meeting details (locations, refreshments, etc.)

  • Attends evening Board meetings as requested and maintains the official minutes (Roberts Rules)

  • Maintains Board and committee records

  • Assists in the planning and execution of school events, both during the school day and on weekends and evenings

*The description of the essential functions is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that are required. They many change, or new ones may be assigned at any time.

All candidates must submit a cover letter and resume when applying for the Executive Assistant position.


  • Excellent writing and editing skills

  • Technologically literate in all key business support systems (Word/Excel/PowerPoint)

  • Ability to multi-task in a busy environment, juggling multiple priorities

  • Confidentiality and professionalism

  • Excellent attention to detail

  • Ability to build positive relationships with external constituents and with a diverse set of faculty and staff

  • A learner — someone who asks questions to ensure complete understanding

  • Ability to independently manage and produce high quality work


  • Bachelors degree in English or Communications preferred

  • 3 years experience in a non-profit or corporate setting preferred


  • Must be proficient in English to carry out work as assigned


  • None



Physical demands include dexterity for office machine/supply operation, including but not limited to computers, telephones, electronic calculators, copy machines, and printers. Stooping, bending, reaching for files or supplies, and sitting or standing for extended periods is common.


Gann Academy is an equal opportunity employer. It is the policy of the school to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants, without regard to race, creed, color, religion, national origin, sex (including sexual orientation, gender identity, or expression), and pregnancy, age, physical or mental disability, genetic information, or veteran status.


External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.


This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot ensure that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA), so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed Form I-9.

Gann Academy

Waltham, MA
High School
All Gender