Located just west of Stanford University, Woodland is an independent day school that offers a joyful approach to learning in a diverse, respectful, and inclusive environment for approximately 300 students in early childhood through eighth-grade. We have two sections of each grade level K- 8 with class sizes that average from 14-18 per class.
Woodland School specializes in education that inspires students by nurturing each individual’s voice, intellect, and character. With rich content and an emphasis on inquiry-based and student-driven projects, students are empowered and encouraged to be active and engaged learners.
Our students’ innate sense of wonder is the foundation of learning at Woodland School. Teachers craft meaningful, multisensory learning experiences which enable creativity, ingenuity, and deep interdisciplinary connections. Students explore and develop complex understandings that engender a sense of self and purpose in the world.
Woodland School’s faculty create a school environment that is as supportive and nurturing as it is challenging, and they embody the core values of the school—stewardship, integrity, curiosity, resilience, equity, and respect. Our teachers apply best practices through collaboration, integrated curriculum, brain-based teaching and learning methods, and continued professional development. Our teachers are themselves learners, constantly searching for ways to improve their practice. A robust professional development program supports our faculty by connecting them to the best practices in pedagogy, curriculum development, educational technology, and student assessment.
Woodland School is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from candidates who reflect such diversity.
The Office Manager/Executive Assistant to the Head of School provides a full range of administrative and strategic support to the School and the Head of School. The Office Manager/Executive Assistant holds responsibility for oversight of the School’s front office and reception, functioning as both an extension of the Head of School and a primary point of contact for the Woodland community, insuring both efficiency and warmth, so that everyone feels welcomed, respected, and well served.
Office Manager Duties
Manages the main office operations including coordination and oversight of day-to-day services and administrative activities.
Maintains the all-school public calendars and coordinates the scheduling of all events within the school, in collaboration with faculty, staff and administrators.
Handles travel arrangements for school personnel, including transportation and lodging.
Collaborates regularly with the academic divisions and staff offices to strengthen ties to the internal and external community.
Supervises the School Receptionist, delegating appropriate tasks and coordinating coverage of the reception desk.
Coordinates select school projects or events.
Provides administrative support to the Board of Trustees, including annual calendar, correspondence, possibly set agendas and take minutes/notes for Board meetings, and coordinate all logistics for meetings, retreats, and events.
Works with the Leadership Team to coordinate workflow, facilitate projects, and plan meetings and retreats as well as provide, on a limited basis, administrative and clerical support to the Leadership Team.
Promotes Woodland Schools mission, core values, and culture, supports the school and its leadership, and enthusiastically takes an active role in the life of the School.
Executive Assistant Duties
Serves as a representative of the HOS, answering questions, resolving issues, and making connections, always ensuring the HOS and the School are represented in a professional, hospitable, and responsive manner
Ensures that the HOS is well-informed, maintaining utter confidentiality, consummate professionalism, and necessary sensitivity.
Maintains the HOS calendar; prioritizes requests for the HOS attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, travel and work time, etc., and uses tact and diplomacy in rescheduling meetings due to unforeseen conflicts.
Manages HOS’s business communication (phones, email, and mail), applying necessary judgment to determine priorities and importance.
Establishes systems to ensure the HOS is provided with the necessary background information and briefing materials for meetings, events and speaking engagements; research, organize, prepare, and present information in a clear and concise manner.
Oversees the HOS’s budget.
Represents the HOS interests and perspective in meetings with staff and others; assists in advancing discussions and issues, preparing the way for action by the HOS.
Provides strategic and logistical support and management of special projects and institutional priorities identified by the HOS.
Performs other duties as assigned by and in support of the HOS.
MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES) ? Superior organizational skills, project management experience, and reporting, research and logistics skills; highly proficient in Microsoft Word, Excel, PowerPoint, and Google applications; and exemplary verbal and written communication skills. ? Ability to work and communicate effectively, professionally, and cheerfully with a wide range of individuals. ? Proactive problem solving, both detail-oriented and flexible, demonstrating mature judgment and the ability to maintain confidentiality and composure under pressure. ? Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy. ? Proven experience as an executive assistant or other relevant administrative support experience. Experience in the independent school environment is helpful. ? Bachelor’s Degree is required.
Physical Demands and Work Environment The position can be physically demanding. Reasonable accommodations may be made if requested in advance.
How to Apply Candidates for this position should submit a cover letter, resume, and contact information for a minimum of three references. Please combine all documents into a single PDF and send to HR@woodland-school.org.
Note This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Woodland School does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or national origin in the administration of its educational or admission policies, financial aid distribution, or other school programs. Woodland School is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from candidates who reflect such diversity.