Executive Assistant to the president and Board of trustees
Job Status: Part-time, non-exempt
Hours per week: Approximately 20 hours, mostly in person in Home Office
Compensation: $20.00-$25.00 per hour dependent upon education and experience
Reports to: SYA President
Location: North Andover, MA
SYA is looking for a highly organized and detail oriented Executive Assistant to provide support to the SYA President and Board of Trustees. This is a great opportunity to work for a non-traditional, internationally oriented school with a small home office presence in the U.S. Primary duties are outlined below and other duties may be assigned. The Executive Assistant to the President and Board of Trustees position reports to the SYA President and is primarily based at SYA’s home office in North Andover, Massachusetts.
Board of Trustees
- Maintain close contact and excellent communication with the Board, especially the Chair of the Board and the Chairs of the individual Trustee committees.
- Produce, maintain and distribute the roster of Board members, trustee contact information, bios, committee membership and the Trustee Orientation Handbook.
- Communicate meeting dates, venue and supplemental activities with the trustees months in advance. Assist trustees with ground transportation and lodging.
- Compile, prepare and distribute the “board book,” which contains the agenda, board list, bylaws, previous minutes (pending approval), reports, charts and other background information.
- Attend and take notes at meetings and complete first draft of minutes.
- Coordinate catering needs for the trustee meetings.
- Assist with planning social activities during the trustee weekend.
- Support the Director of Alumni Relations in recognizing trustees at the end of their terms.
- Update policy documents and by-laws as necessary if Boards votes to change them.
- Ensure all trustees sign the conflict-of-interest statement each year at the fall meeting.
- Obtain Chair and Vice Chair signatures for any/all documentation required by campuses abroad.
NEASC Accreditation Process
- Assist the President, leadership team and trustees in maintaining SYA’s NEASC accreditation status.
- Prepare the NEASC accreditation report. (The next report will be written during the 2022–2023 school year.)
- Coordinate the visits for the NEASC visiting teams to each of SYA’s campuses. (The next visits will occur in the fall of 2023 and spring of 2024.)
- Compile data, draft and edit reports.
- Assist with travel reservations for the President, including transport to airports, rental cars and hotels. Manage President’s frequent flyer accounts and credit card award programs, maximizing their use to realize savings for SYA.
- Prepare detailed itineraries for each trip, including contact phone numbers, addresses and directions for all appointments and hotels. Communicate President’s whereabouts and contact information to home office staff and sites abroad.
Member School Administration
- Maintain an active roster of member school personnel.
- Create and implement a calendar of member school communications throughout the year, including the quarterly distribution of the Member Matters newsletter.
- Assist with ongoing stewardship of member school relationships (e.g., communicating with schools when their students are featured or highlighted).
- Fluency with Microsoft Office Suite (including Word, Excel, Outlook and PowerPoint).
- Excellent interpersonal, communication and organizational skills.
- Willingness to learn and apply new technologies as needed.
- Demonstrated attention to detail, accuracy and deadlines.
- High level of energy and an excellent customer service ethic.
- Ability to manage multiple projects and work assignments.
- Highly resourceful team player, with the ability to also be effective working independently.
- Belief in and commitment to SYA’s mission.
- Prior experience in office administration, event coordination and/or as a volunteer or intern.
- Experience with email marketing services and mail merges.
To help ensure the School Year Abroad Home Office is a safe environment, SYA requires that all employees, interns and volunteers in the office be fully vaccinated against COVID 19 unless a reasonable accommodation is approved by SYA. “Fully vaccinated” is defined by the Centers for Disease Control and Prevention and may change as new recommendations are made.
Under federal and Massachusetts law, SYA will consider medical and religious exemptions to vaccination only. In order to request an accommodation, employees will need to provide documentation of a medical condition or of a sincerely held religious belief, and SYA will then engage in an individualized analysis with the employee or volunteer to determine if an accommodation can be made, as long as it does not cause an undue hardship or pose a direct threat to the SYA work environment. For those employees requesting an accommodation, they should speak with SYA President Tom Hassan.
SYA is an Equal Opportunity Employer and actively seeks candidates who add to the diversity of our organization. SYA is committed to building a team that embraces and works toward equity, diversity and inclusion for our entire community, both in the United States and abroad.