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YCDS Executive Assistant / Chief of Staff

YCDS Executive Assistant / Chief of Staff

InsideHigherEdYork, Pennsylvania, United States
3 days ago
Job type
  • Full-time
Job description

Position Summary

Position Summary :

The Executive Assistant / Chief of Staff of York Country Day School (YCDS) serves as a strategic partner, advisor, and administrative leader supporting the Head of School (HOS) and Administration Team in advancing the school’s mission and priorities. This role combines high-level executive and strategic support with hands-on operational and event coordination, ensuring the seamless functioning of the Head’s Office and the broader leadership team. This person supports a culture of collaboration, accountability, and clear communication within the school’s leadership structure.

With the Head of School and Administration Team, the Executive Assistant / Chief of Staff helps maintain effective governance, coordinate strategic projects, direct day-to-day logistics, and manage communication from the Head of School and Administration Team acting as a trusted liaison to the Board of Advisors, Administration Team, York College, and YCDS community.

Outcomes :

This position will be evaluated on and expected to :

  • Ensure the smooth, organized, and professional operation of the Head of School’s Office, reflecting the school’s mission and values in all interactions.
  • Advance the Head of School’s priorities and initiatives through proactive planning, effective project management, and timely follow-through.
  • Deliver clear, coordinated communication among the Head of School, Administration Team, Board of Trustees, faculty, staff, and families.
  • Plan and execute major school events and leadership meetings with excellence, attention to detail, and a spirit of hospitality.
  • Maintain accurate systems and records, ensuring confidentiality, efficiency, and reliability in all administrative processes.
  • Model professionalism, initiative, and collaboration, contributing to a positive culture and the effective functioning of the school’s leadership.

Essential Functions

Leadership, Strategy, and Governance (40%)

  • In collaboration with the Head of School, serves as liaison to the Board of Advisors, Administration Team, York College partners, and Parents’ Association—managing communication, meeting coordination, and follow-up actions.
  • In collaboration with the Head of School and Administration Team, oversees and tracks schoolwide initiatives, strategic goals, and major projects, ensuring alignment and timely progress across divisions and departments.
  • Assists in preparing reports, data summaries, and goal updates for the Head of School and Board of Advisors while supporting policy review, crisis management, and other administrative processes requiring discretion and confidentiality.
  • Coordinates the work of department directors and Administration Team members by organizing agendas, collecting annual goals, and ensuring effective communication, and execution of shared priorities.
  • Oversees special projects for the Head of School in support of institutional priorities.

    • Executive and Administrative Support (20%)

  • Helps manage the Head of School’s calendar, correspondence, and travel, prioritizing time and commitments effectively. Assists the Administration Team with the calendar, schedule, and correspondence as needed.
  • Schedules and arranges substitutes, in collaboration with division heads.
  • Handles budget tracking and P-Card reconciliation for the Head’s Office. Manages deposits for auxiliary programs for York College.
  • Works closely with the Head of School to manage the daily operations and communications of the Head’s Office, including correspondence and reports.
  • Oversees front desk functions and supervises the reception staff.
  • Maintains key administrative systems by supporting Blackbaud (SIS) management, updating internal phone and email lists, and overseeing printer access for all employees.

    • Operations Liaison (20%)

  • In cooperation with the York College Business Office, manages all YCP-related invoices for payment and other accounts payable tasks.
  • Serves as primary liaison for YCP-related operational systems, including phones, copiers / printers, and Motorola radios—managing service, troubleshooting, user access, and inventory.
  • In partnership with the division heads and faculty, coordinates and manages the Pennsylvania State Book Orders.
  • Oversees facility inspections and safety systems, including fire alarms, extinguishers, and annual Emergency Guidebook distribution.
  • Manages vendor relationships for campus services and other operational support needs.

    • Event and Calendar Management (10%)

  • Oversees the All-School Calendar, coordinating with the Administration Team, faculty and staff; assists in creating the annual academic-year calendar.
  • Partners with the Administration Team to manage scheduling for campus events and activities, including the Incubator Lab and Conference Room.
  • Plans, coordinates, and manages logistics for key school events, including Commencement.
  • Manages food orders for all events requiring catering or refreshments.

    • Community and Culture Support (5%)

  • Coordinates faculty and staff appreciation efforts, including holiday gifts, event flowers, and other celebratory recognitions.
  • Manages school hospitality and branding needs by overseeing catering coordination, menu approvals, and ordering of business cards, stationery, and related materials.

    • Human Resources & Compliance (5%)

  • Partners with the Head of School, Assistant Heads of School, Administration Team, and York College HR on recruitment, hiring, and onboarding processes.
  • Assists with annual orientation and onboarding for new employees.
  • Coordinates with York College regarding benefits-related processes to support faculty and staff.

    • Experience and Education Required

  • Bachelor’s degree preferred.
  • 3-5 years’ experience as an executive assistant, project manager, or operations administrator, or related field, ideally in education or a nonprofit setting.

    • Required Skills and Qualifications

  • Exceptional organizational and multitasking abilities; skilled in managing complex schedules and projects in a fast-paced environment.
  • Excellent written and verbal communication skills; strong attention to detail.
  • Strong interpersonal skills with the ability to work collaboratively across departments.
  • Proficiency in Google Workspace, Microsoft Office, and comfort with databases and project management tools.
  • Service-oriented, collaborative, and adaptable, with a genuine appreciation for school community life. Enthusiasm for and understanding of the mission of York Country Day School.
  • Ability to manage sensitive issues with diplomacy, discretion, and professionalism.
  • Occasional evening and weekend work required to cover school events.

    • Additional Information

    York College of Pennsylvania is an Equal Opportunity Employer and Non-Discriminatory . For a copy of York College's Annual Security Report, you may contact the Office of Campus Safety or visit the website : Annual Security Report .

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    Executive Of Staff • York, Pennsylvania, United States

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