Position Overview

Graland Country Day School seeks a highly organized and professional Executive Assistant to the Head of School (HOS) to manage the HOS office operations, support the daily needs of the HOS, and provide administrative assistance to the Board of Trustees. Often serving as the first point of contact for those making inquiries to the HOS, this role requires a warm and welcoming presence while prioritizing the needs of the school and its leadership. The Executive Assistant handles communications, schedules meetings, coordinates events, and ensures seamless administrative processes.

The ideal candidate must demonstrate discretion, adaptability, and strong organizational skills while embodying and conveying the school’s warm and inclusive culture. This role is highly visible and requires the ability to build positive relationships with students, families, educators, and staff. Professionalism and confidentiality are essential, along with the ability to navigate a dynamic environment with poise and efficiency.

Reports to: Head of School

Terms: Full-time, non- exempt

Hours: 7:30 a.m. - 4:00 pm, on-site

Job Responsibilities

The following list is not comprehensive but serves as a representative summary of the primary duties and responsibilities.  

Head of School (HOS) Office Management:

• Oversee HOS office operations, organizing, coordinating, and prioritizing projects and tasks.

• Serve as the first point of contact for the office. Manage inquiries and requests while prioritizing HOS’s needs. Represent the school in a welcoming and professional manner.

• Manage the HOS calendar, scheduling and coordinating meetings and events, ensuring alignment with the master calendar, keeping up to date and managing changes.

• Schedule and attend Administrative Team meetings, following up on assigned tasks.

• Arrange travel and conference attendance for the HOS.

• Prepare monthly HOS expense reports and collaborate with the Business Office for annual audits.

• Coordinate special events such as Master Teacher recognition, holiday celebrations, faculty/staff meetings, and the end-of-year luncheon. 

• Work with the Association of Colorado Independent Schools (ACIS) on annual events, workshops, and the 10-year re-accreditation cycle.

• Collaborate with departments to collect data for annual INDEX reporting.

Board of Trustees (BOT) Coordination and Support:

• Serve as the key contact for board administrative support and governance needs.

• Collaborate with the Board president and secretary to ensure that all written materials, processes (motions, resolutions, elections), and standards are in compliance with the BOT bylaws.

• Maintain board rosters, bios, and committees lists. Schedule and oversee the calendar for all the board and affiliated group meetings.

• Record and archive official board meeting minutes and resolutions. Prepare materials for annual audits.

• Ensure quorum for all Board meetings for motions, resolutions and elections. Create a proxy for absent Trustees if needed. 

• Prepare annual election ballots and self-evaluation tools in compliance with NAIS and bylaws.

• Plan and execute Board events including orientation, back to school reception, retreats, Trustee Day and end of year celebration.  

• Manage board communications, keeping members informed of meetings and information. Oversee the BOT LMS page. 

Senior Administrative Team (A Team) Support and Program Calendar:

• Develop the master calendar for the school year and make recommendations for administrative approval. As part of this responsibility:

• Ensure proper facility scheduling.

• Keep the calendar up to date. 

• Proactively navigate conflicts communicating with various parties for resolution. 

• Manage and approve room reservations on FMX.  

• Support instructional team to create special schedules for half days, orientation, professional development (PD) meetings, and others. 

• Help with the documentation of PD requests.

• Partner with the student support team to coordinate standard testing.

• Interview substitute candidates, conduct background checks, and assist the Substitute Coordinator.

• Play an active role in helping other departments with events such as Grandparents Day and Community Day. Assist in tasks including developing schedules, set up, and facilities requests as needed.

• Assist departments with data entry and provide logistical support to senior leadership.

• Partner with HR on various human resources tasks, including maintaining all personnel files to keep compliant with state human resources best practices and tracking completion of required employee training and documents.  

• Actively participates in the school community and assists with other duties. 

Team Player

A collaborative and supportive member of the Graland Community who…

• Models caring, respect, patience, and appreciation of differences.

• Provides a safe environment for students.

• Upholds school, employee, and family confidentiality.

• Representative for school in position and in community.

• Participates in effective communication that is responsible, descriptive, and nonjudgmental.

• Recognizes the importance of Diversity, Equity and Inclusivity (DEI) work and continues 

growth as a culturally responsive educator.

• Demonstrates a growth mindset, open to feedback and new learning.

• Adheres to all school policies and procedures.

• Likes to work with people and create solutions.

Qualifications

• 3-5 years of experience serving in an administrative position who interfaces with various constituents, coordinates schedules, manages calendars, and documents meetings. 

• Experience with board governance or executive-level support (preferred but not required).

• Highly organized and efficient while managing multiple tasks and priorities.

• Ability to identify and solve problems with adaptability, collaboration, and ingenuity.

• Discretion in making decisions and managing sensitive information. 

• Strong attention to detail in document preparation, record-keeping, and compliance with governance policies.

• Warm, welcoming demeanor that aligns with the school’s culture and community.

• Ability to work independently and to collaborate effectively with leadership and faculty.

• Proficiency in technology including Google Suite, Microsoft Office (Word, Excel), and database management systems (Blackbaud, Raiser’s Edge, FMX).

• Offers administrative team support after-hours and on weekends as needed. 

• Position is on-site and in-person. 

About Graland

A great school never sits still. It keeps going, growing and evolving. Graland Country Day School is an independent school in Denver that serves students in preschool, kindergarten, elementary, and middle school. Since the school’s founding in 1924, Graland has delivered an intellectually robust, character-based educational experience derived from current research about how children learn. 

While so much in the world is changing, the school’s focus remains the same: Graland is faithful to the enduring aspects of its mission while seeking new ways to promote character and intellectual excellence. We inspire students to pursue excellence with passion and intent - academically, creatively and in their personal growth as engaged citizens and thoughtful leaders so that they learn to value individual differences and divergent thinking. We are constantly looking for ways to improve our program and keep it relevant for the next generation of students. Guided by our mission, values, Diversity, Equity and Inclusivity Philosophy Statement and strategic plan, we go to extraordinary lengths to give children the best education possible. 

Our current enrollment totals 700, and we have just over 100 faculty members, 70 percent of whom have advanced degrees. Graland’s faculty and staff enjoy a collaborative, supportive environment where each member is encouraged to be a lifelong learner. Professional development, onsite childcare, a desirable location in the heart of Denver and other benefits make Graland a dynamic, inclusive and innovative workplace.

Our Mission

Achieve intellectual excellence, 

build strong character, 

enrich learning through the arts and athletics, 

and prepare our students to be 

engaged citizens and thoughtful leaders.

Our Motto: Ascende Omnem Montem - Climb Every Mountain

HOW TO APPLY:https://jobapply.page.link/qMiab

Compensation and Benefits

Compensation is competitive and commensurate with experience. Salary is between $75,000 - $90,000 annually. Benefits include professional development, employer-paid health, vision, dental and life insurance, paid time off for school holidays and school vacations, as well as participation in a retirement plan. Daily free lunch, access to an on-campus workout facility and opportunities based on availability for subsidized on-site child care. 

Graland Country Day School is an Equal Opportunity Employer It is the policy of Graland Country Day School to comply fully with all laws barring discrimination against employees, or applicants, for employment because of race, color, religion, sex, age, national origin, ancestry, sexual orientation, military discharge status or physical or mental handicap, or status as a disabled veteran or Vietnam-era veteran. This policy applies to recruiting, hiring, placement, promotion, discipline, demotion, rates of pay or other compensation, employee benefits, tuition assistance programs and termination of employment.

(revised 3/19/2025)