The Saint Thomas Choir School is an intentionally small boarding middle school for boys in grades 3-8 who sing in the choir of Saint Thomas Church Fifth Avenue. Our community is close-knit, and the program is both academically rigorous and musically enriching. The school is housed in a purpose-built fourteen-story building located around the corner from Carnegie Hall, Columbus Circle, and Central Park.
The Saint Thomas Choir School seeks a full-time Executive Assistant to begin August or September 2021. The Executive Assistant will work closely with the Head of School, Director of Studies, Director of Admissions & Communications, Finance Office, and other relevant staff members as well as the Board of Trustees. The Executive Assistant is a key member of a small administrative team and is particularly responsible for supporting the Head of School’s leadership role as well as the Board of Trustees. He or she performs administrative and operational tasks to maintain an effective and well-organized office, to ensure efficient communication between all school constituencies, and to support the day-to-day operations of the school. The position requires a high level of professionalism, diplomacy, flexibility, and confidentiality, as well as the ability to handle multiple tasks at once with agility and independence.
Primary Duties and Responsibilities
Actively support the mission and core values of the Saint Thomas Choir School in the execution of the role.
Support the Head of School and other administrative staff members in daily school operations, including strategic goals and institutional projects.
Organize and maintain the Head's calendar with all constituencies, committees involving the Head of School, and visitors of the school, including coordination of meeting logistics or travel for the Head.
Prepare or edit reports, schedules, handbooks, mailings, calendars, research, and communications on behalf of the Head of School or other administrative staff members.
Organize and maintain digital files and records; keep school’s data entry up to date for all relevant authorities
Coordinate with the Finance Office of the Church and the Head of School regarding school financial matters
Organize and assist with planning for major school events, including opening weekend, parent visiting days, formal dinners, graduation, school trips, and summer programs.
Attend meetings and provide administrative support to select committees at the direction of the Head of School, recording and sharing meeting minutes as requested.
Serve as communication hub of the school, ensuring information is flowing between all school constituencies, including parents, faculty and staff, relevant staff members of Saint Thomas Church Fifth Avenue, and trustees.
Act as liaison to the Board of Trustees. Oversee and coordinate materials, logistics, recording of minutes, and support for meetings, activities, and initiatives for the Board and the Board Chair.
Represent the school, fostering a positive environment for students, faculty, staff, families, and visitors.
Qualifications and Competencies
A bachelor’s degree or its equivalent is required, with at least three years of administrative support experience, preferably with some experience in an executive office.
In addition, the Executive Assistant will demonstrate proficiency in the following competencies:
Ability to make independent decisions, work under pressure, multitask, and see assignments through to completion
Collaborative spirit, strong team ethic, and commitment to contributing positively to the overall morale of those within the school
Excellent organizational, verbal and written communication skills, including editing, proofreading, and presentation development
Proficient with Zoom, Microsoft Office, Excel, and Google Suites; ability to learn new technological platforms as necessary
Discretion working with confidential and sensitive information
Ability to maintain professional boundaries with regard to the handling of privileged information
Ability to work an occasional evening, weekend, or early morning
Physical Requirements & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk, stand, sit, talk, see, or hear. The employee must occasionally lift and/or move up to 25 pounds.
This is a full-time position. Some occasional evenings or weekends may be required.
Conditions of Employment:
The successful candidate must submit to pre-employment and ongoing background checks.
Salary and Benefits:
The Saint Thomas Choir School is committed to attracting and retaining outstanding employees through a competitive compensation and benefits package. Compensation is commensurate with applicant’s skills and experience.
Applicants should email a cover letter, resume, and list of three references to Amy Francisco, Interim Head of School, and Chris Seeley, Head of School Designate at firstname.lastname@example.org and Sharlene Shah, Director of Payroll and Benefits, at email@example.com with Executive Assistant in the subject line. This position will remain open until filled.
The Saint Thomas Choir School does not discriminate in its employment decisions or practices on the basis of gender, age, race, color, marital status, national and ethnic origin, sexual orientation, or any disability that can be reasonably accommodated in the administration of its educational policies and school administered programs.
About Saint Thomas Choir School
Founded in 1919, the Saint Thomas Choir School houses, nurtures and educates the boy choristers of the Choir of Saint Thomas Church Fifth Avenue, New York. Saint Thomas is an intentionally small boarding middle school for boys in grades 3-8. Our community is close-knit, and the program is both academically rigorous and musically enriching. The school is housed in a purpose-built fourteen-story building located around the corner from Carnegie Hall, Columbus Circle, and Central Park.