Executive Assistant​/Board Secretary at Prominent Academic Institution – French Fluency

Our client, a prominent academic institution, is seeking an experienced Executive Assistant/Board Secretary to work closely under the direction of the Head of School. This role will be based in the Upper East Side and will require a highly polished, detail‑oriented professional who thrives in a fast‑paced, high‑touch environment. The ideal candidate will have experience supporting executives within education and/or non‑profit and must be proactive, discreet, and highly organized.

The successful candidate must be fluent in French.

• Manage intricate calendars, shifting priorities, and daily updates; proactively anticipate needs and assemble briefing materials in advance.
• Compose, refine, and review high impact correspondence, memoranda, and presentations in both English and French.
• Oversee travel arrangements, VIP protocols, and highly confidential communications.
• Administer the yearly governance calendar; develop meeting agendas, compile board materials, record minutes, and draft formal resolutions.
• Distribute materials on schedule, confirm quorum requirements, and ensure adherence to bylaws and internal policies.
• Provide direct support to Board and Committee Chairs; facilitate trustee onboarding, performance evaluations, and records oversight.
• Manage and safeguard the secure document management system, ensuring proper version control and archival practices.
• Supervise the Executive Office administrative function (including Reception), setting objectives, conducting evaluations, and supporting professional growth.
• Develop, document, and refine standard operating procedures, templates, and service benchmarks for scheduling, intake, routing, and follow up. These procedures also serve as a school wide administrative reference to promote alignment and consistency.
• Handle sensitive and confidential information in accordance with privacy standards and institutional guidelines.
• Act as a key point of coordination between the Head of School, Executive Leadership Team, Board of Trustees, and the broader school community.
• Maintain consistency, tone, and clarity across all executive communications in both languages.
• Organize and execute executive meetings, retreats, and governance gatherings (virtual and in person), overseeing logistics, hospitality, and technical support.
• Partner with Advancement, Communications/Marketing, and divisional leadership to coordinate high profile events and strategic initiatives.
• Assess operational workflows, identify inefficiencies, and implement improvements.
• Surface governance and operational risks, recommend solutions, and ensure proper documentation.

• Bachelor’s degree required; advanced degree or comparable experience strongly preferred.
• Minimum of 5 years supporting senior executives in progressively complex roles; experience in education or nonprofit settings is advantageous.
• Proven expertise in managing complex calendars, operational workflows, and confidential matters with discretion.
• Exceptional written and editorial skills in English and French, with sound judgment and professionalism.
• Advanced proficiency in Google Workspace and digital document management platforms.
• Demonstrated ability to juggle multiple priorities in a dynamic environment; highly organized, proactive, and service focused.
• Alignment with and commitment to a bilingual, multicultural educational mission.
• Prior experience partnering with Boards and Trustees, including strong governance knowledge and compliance awareness.

$90-115K (DOE) + medical benefits + opportunity for discretionary bonus

8:00AM – 4:00PM + ability for additional hours for school events as needed. In person 5x week during calendar year and remote when school is not in session.