Phillips Exeter Academy is hiring: Executive Assistant- Principal's Office in Ex

This role provides executive-level administrative support to the Principal’s Office, ensuring effective communication, seamless event coordination, and logistical management across various functions including all meetings of the Board of Trustees and its Committees. Responsibilities include composing and distributing official correspondence, organizing trustee and graduation events, maintaining confidential information, and collaborating with departments to support the Principal’s objectives.

Key Accountabilities

• Provides administrative support to the Principal, Assistant Principal, and General Counsel, including handling correspondence, preparing documents, screening calls, managing calendars, and preparing expense reports.
• Composes and distributes correspondence on behalf of the Principal’s Office, ensuring clear, accurate, and timely communication that aligns with organizational standards.
• Monitors and tracks responses to critical emails from the Principal and coordinates with members of the administrative team to draft and send replies as needed.
• Coordinates travel arrangements and prepares necessary documents, including itineraries, logistics, research and case statements.
• Supports Principal’s office protocols, maintains staff information, supply inventory and ensures welcoming and helpful atmosphere for Principal’s office visitors.
• Policy management includes maintenance of existing policies and support of new policy development.
• Coordinates meetings, events, and receptions with various stakeholders, including students, faculty, alumni, trustees, and visitors.
• Assists General Counsel with maintaining confidential legal documents, screening sensitive communications, and supporting required license renewals and compliance reporting.
• Serves as liaison for external educational associations and manages related memberships and reporting.
• Maintains governance pages on the Academy's website and provides general administrative project management support.

Trustees

• Provides independent administrative support for trustees and trustees' meetings, including managing communications, compiling reports, responding to information requests, preparing materials, and ensuring proper follow-up on actions.
• Coordinates logistical arrangements for trustee meetings and orientations.
• Assists with onboarding for new trustees, setting up access to email and portal sites, and removing access for retired trustees.
• Organizes and posts meeting materials, maintaining trustee portals and subsites, and ensuring compliance with confidentiality requirements.
• Annually maintains current and retired trustee contact information, trustee committee membership lists and the Trustee Contact Information brochure.
• Coordinates trustee events, including on-campus dinners and collaborative events.

Graduation

• Coordinates with the Dean of Students and Classics Department on diploma revisions and confirmation of diploma names.
• Reviews and manages distribution of graduation communications, including letters to senior parents and coordinating seniors' packets with the bookstore.
• Oversees all aspects of commencement, from invitations, program preparation, ceremony logistics, schedule management and diploma printing.
• Facilitates selection of student graduation roles by coordinating recommendations with administrators and working with Principal in notifying selected students.
• Coordinates retired faculty participation in the ceremony and works with the Town Manager for street closures and community notifications.
• Collaborates with various departments to organize senior week and graduation events.

Requirements

• High school diploma or GED required.
• Bachelor’s degree or equivalent.
• 5-7 years related experience working as an administrative or executive assistant in a position requiring discretion.
• Experience working with adolescents in an educational setting preferred.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strategic high-level thinking coupled with the attention to detail necessary for successful planning and execution.
• Must be detail oriented.
• Proven excellent client support skills with demonstrated evidence of strong business acumen.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication skills.
• Professional writing skills, with the ability to craft clear, concise and engaging correspondence tailored to various audiences.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• Strong proficiency in Microsoft Office applications, Adobe Acrobat and Adobe Sign, DocuSign, and other software.