Mission: The Baldwin School, an independent college preparatory school, develops talented girls into confident young women with vision, global understanding, and the competency to make significant and enduring contributions to the world. The school nurtures our students' passion for intellectual rigor in academics, creativity in the arts and competition in athletics, forming women capable of leading their generation while living balanced lives.

Reporting to the CFO & CDO the Executive Assistant will provide personalized and timely support. Your administrative skills and team service approach will support these executives' direct reports in improving efficiency. Key to this role is identifying and implementing organizational systems or support structures that increase departments' productivity towards their goals.

Major Responsibilities

Chief Financial Officer Executive Assistant Responsibilities:

Provide direct support for the CFO with scheduling appointments, retrieving messages and responding to inquiries in writing, by telephone or in person
Assist the CFO in managing contracts, vendor engagements, as well as financial reporting requirements and relationships
Arrange and lead internal team meetings, including creating agendas, and tracking timelines and next steps
Special assignments or projects in a variety of areas as assigned by the CFO, including representation at in person and virtual meetings
Oversee planning of employee engagement events for CFO teams
Facilitate processing of agreements and invoices with the Business Office and oversee procurement by CFO teams including purchases made for other areas

Chief Development Officer Executive Assistant Responsibilities

Provide direct support to the CDO with administrative tasks, retrieving messages, presentation preparation, contact reports, confidential and high-level communications, and correspondences
Schedule travel and both in-person and virtual appointments with trustees, alumni, parents, foundations and corporations with sensitivity and discretion
Plan department-wide meetings, gatherings and retreats; coordinate and schedule guest speakers; prepare and distribute agenda; requests room reservations and equipment; prepare and distribute minutes; make arrangements for catering
Take and distribute notes from meetings as requested. Proofread communications prior to publication and/or delivery
Answer general Advancement-related phone calls, take messages as necessary and troubleshoot donor and alumnae requests with support of the advancement team
Attend and contribute to major school functions, including but not limited to Homecoming, Alumni Weekend, Hall of Fame, Community Auction and Dinner, and Grandparent's Day
Perform other duties as assigned

Qualifications And Characteristics

Bachelor's Degree, or Associate's Degree followed by two years of work experience
Two or more years of success as an administrative assistant supporting fundraising teams or as an Executive Assistant
Experience in education is preferred; understanding the mission and purpose of independent schools is desirable; and/or familiarity with nonprofit organizations
Excellent written and interpersonal communication skills
Superior knowledge of Google Workspace and/or Microsoft Office
High level of discretion and confidentiality
Highly organized and detail-oriented with a demonstrated ability to manage multiple priorities and projects and meet deadlines in a fast-paced environment
Ability to deliver exceptional customer service via all channels (phone, email, in-person, etc.)
Able to make quick decisions, take initiative, and prioritize tasks.
Accessible, approachable, and welcoming and reflects this in supporting both departments

The Baldwin School

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Executive Assistant to Chief Financial Officer & Chief Development Officer