Executive Assistant to Head of School

Staff / Full-Time

Brookwood School, Manchester-by-the-Sea, MA

About Brookwood School:

Brookwood is an Early Childhood through Grade 8 independent school of about 300 students located on a beautiful 30-acre wooded campus in Manchester, MA on the coast of the North Shore of Boston. At Brookwood, kids come first—not the test, not trophies, not to-do lists. We know how kids learn best. Every day, we use our expertise to challenge kids intellectually and ensure they feel valued so that they can grow into their best selves. Our program focuses on fostering a joyful community of lifelong learners and upstanding global citizens who embrace a culture of curiosity, kindness, and academic accomplishment.  Brookwood also offers a playful, collaborative work environment for 85 faculty and staff who go the extra mile to do what is best for kids. 

The Campus

Brookwood is located 25 miles north of Boston on the coast in Manchester, MA on a beautiful 30-acre wooded campus. The physical plant includes a pond, wetland spaces, forest areas, and open green space. The 130,000 square foot facility sits under one roof with construction ranging from the original 1900 stable (now housing grades 6-8) to the 2014 state-of-the-art lower school, a dining commons and kitchen. In addition to grade level classrooms, there are five outdoor classrooms, two music rooms, three art studios and a kiln room, four science labs and science gym, a library with a 15,000 volume collection, an Idea Lab, a gymnasium and a multi-purpose theater/gymnasium space, two synthetic turf fields, and well-appointed outdoor play spaces. The surrounding area of Cape Ann is filled with beautiful natural and historical attractions such as beaches, parks, preserves, museums and hiking trails that are used frequently by our students, employees and families alike. 

Job Summary:

The Executive Assistant plays an integral role in ensuring the smooth running of the School by providing crucial administrative support to the Head of the School.  This will include managing the Head’s schedule, assisting with communications, coordinating and analyzing information, and organizing and running events. The Executive Assistant also provides support to the Trustees and other senior members of the Leadership Team. Positioned at the heart of the School, the Executive Assistant serves as an important  source of information for students, families, employees, Trustees, and visitors. In doing so, helps to set the tone for Brookwood being a forward looking, kind, and joyful community. 

Key Responsibilities:

Assisting the Head of School

  • Closely manage the Head of School’s yearly, monthly, weekly & daily schedule 
  • Support Head of School in work with staff, families, Trustees, and members of the wider community in developing strong relationships and problem solving 
  • Archive all important School documents and reference materials for easy retrieval
  • Manage and handle the Head’s office correspondence 
  • Anticipate and help inform the Head for meetings and events
  • Produce reports, letters, and internal documents 
  • Regularly prepare and edit articles, correspondence, emails, communications, presentations, spreadsheets, reports, and other documents 
  • Attend meetings with the Head of School to assist in developing action and follow-up plans 
  • Keep informed of, and assists with, revision of school policies and procedures 
  • Keep the Head of School and staff informed of administrative policies, procedures, upcoming events, etc. 

Management and Coordination 

  • Conduct research, collect, and analyze data to prepare reports and documents for meetings and presentations
  • Receive and welcome visitors 
  • Assist with the communication and scheduling with job/position searches
  • Lead and participate in special projects, as needed
  • Support other administrative staff when required
  • Embody and communicate the school’s mission and core values in all aspects of work and communication 

School Calendar & Events 

  • Create and maintain the master School Calendar of all school events 
  • Keep an active view on forthcoming events to help with coordination and reduce conflicts of resources
  • Work closely with the Division Heads & Leadership team in the planning and formation of the School Calendar and running of events
  • Liaise closely with the Kitchen Manager and Team at school events

Board of Trustees 

  • Provide assistance to the Board of Trustees Chair, helping to create annual meeting calendar for all committees, prepare and distribute meeting agendas and packets, minutes, correspondence, and other duties as requested 
  • Maintain address/contact information for all Board members and Board Committee members 
  • Create and maintain digital Google folders and physical Board binders, finance/endowment minutes, general Board meeting minutes, and coordinate orientation schedule 
  • Help produce a full information package for new Board Members 
  • Plan and organize Board dinners, board retreats, and occasional receptions

 Other Responsibilities 

  • Inventory and secure all Head of School letterhead, office, and miscellaneous supplies 
  • Attend employee meetings where appropriate, various committee meetings, School functions, and other events as deemed important by the Head of School 
  • Attend Calendar Meeting and disseminate information, calendar additions, field trip approvals and such 
  • Provide support in the planning & delivering of whole school events as requested (Such as Back to School Night support; 3-14 Speaker Series; Graduation; etc.)
  • Provide support to the Heads in organizing Opening & Closing School Meetings, Employee events and parties. 
  • Reconcile monthly credit card and bank statement 

Required Skills

  • Outstanding project management and organizational skills
  • Ability to happily multitask effectively
  • Strong customer service skills  (both external and internal) 
  • Advanced writing and editing skills 
  • Ability to work under pressure both independently and within a team-oriented environment 
  • Attention to detail/accuracy, timely implementation, and quality performance is crucial
  • Task and deadline driven, ensuring expediency of next steps and follow through
  • Knowledge of standard office administrative practices and procedures
  • Ability to use technology & databases to work efficiently (Google, Google Calendar & Veracross an advantage)

Personal Attributes

  • Warm, approachable, welcoming, and excellent sense of humor
  • Strong integrity, excellent discretion, and honesty are an absolute must 
  • Ability to manage highly confidential and sensitive information and situations with sensitivity, diplomacy, and professionalism 
  • Willingness to play an active part in the full life of a busy school 
  • Respects, affirms, and protects the dignity and worth of each member of the community, and exhibits moral and ethical behavior at all times
  • Sets clear professional boundaries while building strong relationships 
  • Strong work ethic and professional judgment
  • Dedicated to life-long learning 
  • Ability to find genuine joy in all that comes with working in a busy and warm elementary and middle school 

Preferred Qualifications

  • 4 year degree
  • Previous experience in a school setting and/or in a similar position

We strongly encourage applications from People of Color, LGBTQ+ candidates, or candidates from communities that are historically underrepresented in independent schools. We are committed to an inclusive school experience for all those who come to work at Brookwood. 

To Apply:

To apply, please email your cover letter and résumé to Admin Assistant, Sophie Rothman, srothman@brookwood.edu.  

We will be reviewing applications on a rolling basis.

Brookwood School

Manchester-by-the-Sea, MA
Early Childhood, Elementary, Middle School
All Gender