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Executive Assistant to the Head and Associate Head of School/Academic Dean

Moorestown Friends School
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Moorestown Friends School, East Main Street, Moorestown, NJ, USA
$60,000 - $70,000 yearly
Jun 25, 2026
Experience
5 - 10 Years
Miscellaneous Full time

The Executive Assistant to the Head and Associate Head of Moorestown Friends School plays many crucial roles in the school. For many visitors to MFS, this individual is the public face of the institution. They also provide staff support for the School Committee, which is the board of trustees of MFS. In short, the Executive Assistant to the Head/Associate Head sets the tone of the school to those both inside and outside of the MFS community.

The Executive Assistant reports directly to the Head of School and Associate Head of School/Academic Dean. This is a full-time, 12-month, exempt position with hours from 7:45 - 4:15 p.m. Additional hours may be needed after hours or on weekends, especially in support of School Committee activities.

Specific Duties:

For the Head of School:

  • Setting up meetings and appointments for the Head
  • Managing the Head’s daily calendar
  • Handling calls to the Head’s office
  • Making Head’s travel arrangements for conferences or other travels
  • Serving as “gatekeeper” for those wishing to see the Head
  • Preparing and filing of correspondence
  • Preparing and filing of annual stipend letters, as needed
  • Overseeing the reception following the end-of-year Senior Meeting for Worship
  • Coordinating new student gatherings with the Head (“Hoagies With the Head”)
  • Overseeing and planning the beginning of year and end of year faculty gatherings, as well as the holiday party
  • Undertaking other tasks as requested from time to time

For the Associate Head of School and Academic Dean:

  • Coordinating full-cycle administrative support for faculty and other administrative searches, including candidate visit schedules, booking hotels (when needed), interview logistics, and feedback collection
  • Setting up meetings and appointments for the Associate Head
  • Preparing and filing of some correspondence
  • Providing clerical and data entry assistance for the school’s on-going accreditation process
  • Undertaking other tasks as requested from time to time

For the School Committee:

  • Plan and manage all aspects of School Committee meetings, including report collection, compilation of materials, correspondence, and meeting logistics
  • Managing calendar invitations for all School Committee and sub-committee meetings
  • Maintaining trustee lists, including membership in standing and ad hoc sub-committees
  • Maintaining School Committee Dashboard to include the collection of annual data
  • Maintaining the Trustee portal in myMFS
  • Overseeing annual updates to the Trustee Handbook

For the School:

  • Faculty/Staff Handbook and Student & Family Handbook: proofing the formatting, links, etc.; creating the Faculty/Staff Handbook Acknowledgement form in myMFS and track responses. Tracking Employee AUP Acknowledgement responses in myMFS
  • Create and maintain the master calendar, weekly bulletins, and attend weekly calendar meetings
  • Coordinating annual surveys and reports, e.g. NAIS, Middle States, ADVIS, etc.
  • Ordering gifts for employee weddings, births, illnesses, bereavements
  • Filling in as needed at the front desk
  • Supporting bi-weekly leadership meetings through agenda preparation and follow-up tracking
  • Coordinating common space requests for faculty/staff and students; includes coordinating with the administrative assistant of the Moorestown Monthly Meeting for space requests at the Meeting House
  • Providing administrative support for the New Faculty Staff Orientation
  • Ordering new faculty/staff name tags and business cards
  • Providing logistical support for annual Red Cross Blood Drive in coordination with US Service Coordinator and Moorestown Rotary Club and Faculty/Staff Flu Shot Clinic in coordination with the school nurse
  • Coordinating table linen requests for school events (including dry cleaning)
  • Collecting funds for the Sunshine Committee and processing receipts for reimbursement
  • Distributing monthly faculty/staff birthday list; updating digital version displayed in faculty/staff lounge
  • Supporting special event planning hosted by the Head’s Office
  • Submitting weekly CDRSS report; coordinating with school nurse for data

Required Skills and Qualifications

  • Friendly, welcoming, and professional demeanor
  • Clear and professional communicator
  • Demonstrated ability to handle highly confidential information with discretion and professionalism
  • Excellent word processing skills (neatness, accuracy, and formatting)
  • Proficient in Google Suite (Docs, Sheets, Slides, Forms, etc.
  • Excellent organizational and time-management skills
  • Ability to make independent decisions, with broad guidance from the Head/Associate Head
  • Proactive initiative-taker with the ability to anticipate the needs of others
  • Calm, steady, and reliable under pressure
  • Meticulous and detail-oriented
  • 5-10 years of administrative experience, preferably in a school setting
  • Bachelors degree

Compensation and Benefits
The salary range for this position is $60,000 - $70,000 depending on educational level and years of experience in the role. Moorestown Friends School offers a comprehensive benefits package which includes paid time off, medical, dental, vision, 403b with matching contribution, and company paid life insurance and long-term disability. Interested candidates should send a resume, cover letter, and three references to hiring@mfriends.org.

About Moorestown Friends School
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