Assistant to Head of School

The Lamplighter School
Published
July 17, 2022
Location
11611 Inwood Rd, Dallas, TX
Category
Job Type

Description

Position Overview:

The role of the Assistant to Head of School serves to enable the Head of School (HOS) to be
effective, efficient, highly informed, and able to maintain a visionary and strategic posture in
their leadership of the school. The Assistant to Head of School will work closely with the HOS in
a variety of responsibilities and will also interact with the Board Members, Staff, Faculty and
other constituents.

The ideal candidate for the Assistant to Head of School role must possess excellent verbal and
written communication skills, be highly organized and capable at utilizing technology and
automation to assist with organization and communication needs. The ideal candidate will be
personable and cheerful with an ability to work independently with minimal supervision. The
ideal candidate must be a clear thinker and able to quickly develop rapport with a variety of
individuals and be able to manage the competing needs and desires of others while organizing
and prioritizing a large body of work. This position requires a pleasant, upbeat and welcoming
demeanor, professional judgment, discretion, diplomacy, and above all, complete
confidentiality within the faculty/staff and larger school community.

The Assistant to Head of School is often the face of the HOS’s office to a variety of constituents
and will work to create a welcoming environment that is conducive to accomplishing work in an
efficient and reliable manner. Among many of the daily tasks of the Assistant to Head of School
will be phone and email correspondence, scheduling, event coordination, note-taking and
transcribing various meetings, regular contact with the Board as a whole and
individuals/committees of the Board, meeting prep, catering arrangements, travel
arrangements and other tasks and responsibilities as assigned.

Job Responsibilities:

Communications
▪ Oversee Head of School’s internal and external communications with high stakes
constituents
▪ Consult with Board of Trustee and Life Trustee members on behalf of the Head of School
▪ Respond, as appropriate, on behalf of Head of School to invitations and requests for
information
▪ Communicate on behalf of the HOS in a professional, positive, and encouraging manner
▪ Compose correspondence, emails or other materials on behalf of the HOS The Lamplighter School
▪ Prepare PowerPoint presentations for school events as well as external
meetings/conferences
▪ Proof and edit all marketing materials and school communications

Administrative
▪ Manage travel planning for Head of School
▪ Provide directions and materials for off-site meetings
▪ Complete expense reports
▪ Coordinate all professional development activities for faculty and staff, including
registration, travel arrangements, and funding opportunities
▪ Photocopy, mail, fax, and file as needed
▪ Provide relief assistance for Receptionist according to daily schedule
▪ Coordinate travel for guests as needed
▪ Maintain accurate notes and records of HOS hosted events, board meetings, benefit
committee meetings, etc.
▪ Responsible for coordinating all details for HOS hosted events including but not limited
to: meetings, small or large gatherings, celebrations or appreciation parties, special
speaking engagements, etc. Coordination includes: invitations, menu planning,
volunteer coordination, facility reservation, and vendor communication and
coordination

Calendar Management
▪ Schedule internal and external meetings
▪ Review weekly schedule with Head of School each Friday
▪ Ensure Head of School’s time is maximized and aligned with organization’s priorities

Meeting Preparation
▪ Assist in the preparation of agendas and materials for internal and external meetings
▪ Attend meetings as requested by Head of School to take minutes and record follow up
assignments as needed
▪ Prepare logistics for meetings, including room and meal coordination
▪ Coordinate with Technology department to set-up and facilitate meeting tools such as
Skype and Zoom

Education and Experience:

▪ Bachelor’s degree
▪ Minimum of five years of high-level administrative experience
▪ Minimum of five years’ experience managing the daily calendar, including scheduling
meetings, coordinating travel, for an executive leader
▪ Proficient in Microsoft Suite (Excel, Word, PowerPoint) and/or Google Suite (Gmail,
Google Docs, Sheets)

Job Knowledge, Skills, and Abilities:

▪ Exceptional oral and written communication skills
▪ Must have excellent interpersonal skills
▪ Ability to provide initiative and proactive support to Head of School
▪ Must be detailed oriented
▪ Must have strong organizational skills and ability to multitask
▪ Ability to work both independently and with minimal supervision
▪ Ability to uphold confidentiality in all matters ensuring integrity, respect, and confidence
▪ Must have computer proficiency (MS Word, MS Excel, MS PowerPoint, Skype, Zoom,
and Internet tools)
▪ Ability to use basic office equipment

Disclaimer: The job responsibilities outlined in this document are not exhaustive and may be
amended at the sole discretion of the Head of School

Application Instructions

To apply for a staff position, please email resume to hr@thelamplighterschool.org.

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