Job Details

The Buckley School is a dynamic, nurturing learning community committed to equity and inclusion, and as such, seeks to hire talented employees with diverse backgrounds.

Chief of Staff to the Head of School

The Chief of Staff offers critical support, acts as a primary liaison, and provides strategic guidance to the Senior Leadership Team, Board of Trustees, and Head of School. The role encompasses comprehensive administrative support, demanding expertise in secretarial tasks, project management, event planning, and board relations. The Chief of Staff serves as a crucial link between the Head of School and the entire community – including trustees, faculty, staff, parents, alumni and students – requiring clear communication, proactive anticipation of needs, problem-solving, efficiency, accuracy, collaboration, empathy and immediate adaptability.

ESSENTIAL FUNCTIONS
For Head of School:
• Act as advisor and provide counsel to the Head of School.
• Support the Head of School in implementing and reviewing strategic plans, including tracking goals, coordinating mid-year and annual reviews, and offering recommendations.
• Exercise delegated authority in select areas, including scheduling priorities, communications, and budget approvals within defined limits.
• Assist in defining the Head's strategic priorities and establishing metrics for success.
• Assume day-to-day responsibility for projects, tasks, and events at the Head's direction, including meeting preparation and follow-up.
• Maintain the Head of School's calendar:
o Aid in managing the Head of School's schedule, acting as a gatekeeper to ensure the Head's
involvement in projects or decision-making occurs at the appropriate juncture.
o Ensure events on the master calendar take into consideration the head's commitments
o Schedule appointments for the Head and other committee/group meetings as requested
o Ensure scheduled appointments are appropriate and timed reasonably
• Arrange and coordinate the Head's travel schedule, conference registrations, memberships and the like.
• Manage all office operations for the Head of School.
• Develop and/or transcribe business correspondence and create and maintain a related organizational system.
• Oversee event planning for events associated with the Head of School's Office, understand the desired experience for participants and guests, and developing the details to deliver that experience by ordering supplies, submitting event checklists to Plant Operations, booking caterers, overseeing set-up and clean-up, and the like.
• Establish and maintain relationships with Buckley constituents.
For the Board of Trustees:
• Manage the scheduling of all board meetings, board committee meetings, and other board
events.
• Arrange, manage, and attend all Board meetings for the purpose of welcoming trustees, managing zoom, ensuring appropriate snacks and other in-person supplies are available and recording minutes.
• Prepare, distribute in a timely fashion, and maintain Board meeting and Board committee meeting minutes, documents and materials, as requested by Board Chair. Maintain official, signed minutes in Board journals.
• Collect minutes and materials for Board E-packet and distribute to Trustees and administrators prior to each Board meeting according to the board bylaws.
• Maintain all board communications, including oversight of the online portal or drive, rosters, committee assignments, etc.
• Assist Board chair in developing, creating and distributing documents, including the annual Board Calendar, Board Roster, Committee Member Lists and Board policies.
• Attend Committee meetings and record notes as requested.

RESPONSIBILITIES AND DUTIES
For Head of School:
• Maintain the highest level of confidentiality with regard to all correspondence and in all
interactions regarding the Head of School's Office.
• Attend senior leadership meetings, externa affairs meetings, and division heads meetings as requested, and prepare minutes.
• Plan events: arrange for food, facility set-up and invitations for all faculty/staff gatherings and professional days, including Start-of-School faculty orientation and work-week, professional development days, and End-of-Year Faculty/Staff Party.
• Coordinate interview schedules and travel arrangements for recruitment candidates.
• Responsible for collecting and submitting travel receipts for reimbursement.
• Work with Chief of Strategic Initiatives and Division Heads to carry out procedures for professional development (PD) and education reimbursement (ER) applications, collecting and maintaining submissions throughout the year, updating the PD/ER grant spreadsheet, communicating instructions with recipients.
• Work with plant operations, advancement and upper school office to plan and deliver a meaningful and memorable commencement.
• Maintain files and records.
• Prepare expense reports for the Head and office.
• Purchase, wrap, and distribute gifts at various points for birthdays, hosts/hostesses, volunteers, trustees, end-of-year honorees (years of service recipients, Teachers of the Year, retiring and departing employees), etc. etc.
• Support Commencement Planning team and serve as liaison for trustees.
• Proofread materials emanating from the Head of School's office.
• Manage other operational and strategic projects as requested.
For the Board of Trustees:
• Maintain the highest level of confidentiality and timeliness with regard to all correspondence and in all interactions regarding the Board of Trustees.
• Oversee and maintain the Board's Google Drive, and make sure all content is up to date.
• Oversee the board calendar, send meeting notices, minutes, and the e-packet in advance of meetings.
• Take board minutes, collect, store and report various necessary signed documents from trustees for board business.
• Oversee set-up for all Board meetings, Board Committee meetings, dinners, and other events, including event checklists, catering orders/food purchases and set-up, technology set-up, arrangements for consultants, and the like.
• Assist in preparing documents for new Trustee Orientation.
• Assist in preparing materials, binders and set-up for Board Retreats.
Administrative Leadership Liaison for SLT, Board, and Head of School:
• Attend and actively participate in SLT meetings: prepare materials, record notes, follow up on actions, and contribute to discussions.
• Support SLT professional growth by tracking leadership goals and coordinating development plans.
• Participate in crisis planning and response efforts.
• Help plan and facilitate SLT retreats.
• Collaborate with SLT on Head-assigned tasks.
• Lead annual survey projects (e.g., NAIS DASL, INDEX).
• Maintain systems that support leadership effectiveness.
• Develop and update OKR dashboards and performance indicators.
• Attend senior leadership meetings and prepare comprehensive minutes.
Project Management:
• Provide cross-functional support for institutional initiatives.
• Lead change initiatives across departments, ensuring stakeholder alignment.
• Coordinate cross-functional teams and ensure accountability.
• Convene diverse stakeholders to facilitate decision-making.
• Conduct research and data analysis; present informed recommendations.
• Develop timelines, define tasks, and assign responsibilities.
• Implement systems and protocols to improve operations
Other
• Support other administrative offices with various tasks, for example but not limited to, faculty meeting calendars, event planning and implementation, planners, etc.

REQUIRED QUALIFICATIONS
• Strong organizational skills. • Model the highest standards of professionalism and creates warm, uplifting, and trusting working relationships marked by humor, optimism, humility, empathy, excellent emotional intelligence, extraordinary interpersonal skills, and collaboration
• Demonstrate commitment to areas of diversity, equity and inclusion. • Demonstrate strong and timely communication skills in person, in writing, by phone, and through other electronic means (such as Zoom) • Possess outstanding project management skills including the ability to manage multiple projects simultaneously and follow through in a timely manner
• Demonstrate strong proficiency with technology, especially Google Suite including Google Docs and Google Sheets, as well as other MS Office applications.

EDUCATION AND/OR EXPERIENCE
• Bachelor's degree
• 5 years of administrative and/or relevant support experience required.
• Prior experience in the education industry preferred.

SKILLS AND KNOWLEDGE
• Excellent verbal and written communication skills, including the ability to proofread and edit.
• Exceedingly strong attention to detail.
• Excellent organization, time management, multi-tasking and follow-through skills.
• Ability to plan and prioritize, including the ability to anticipate needs and challenges and respond in the moment.
• Knowledge of and proficiency with technology, specifically Google Suite, Microsoft Office, Outlook, internet navigation, databases, zoom, and the capacity to learn new and evolving technology.
• Demonstrated ability to work collaboratively with diverse constituencies.
• Flexibility to occasionally work long hours, including attendance at weekend and evening events.
• Ability to learn new skills and adapt to changing conditions.

COMPENSATION
This is a full-time position with an annual salary of $80,000 - $100,000 per year.
We offer a competitive benefits package including retirement contributions, daily lunch, on-site parking, contributions to medical, dental, vision, life/AD&D plans, and a generous time off policy.

TO APPLY
Interested candidates should visit:
In a cover letter please explain why you think you'd be a match for this role and include an anecdote that illustrates your reasoning. Separately, provide a list of 3-5 references that include phone, email, and your relationship to that individual. At least one should be a current or relatively recent supervisor.

ABOUT THE SCHOOL
The Buckley School, a K-12 college preparatory school with 830 students, is one of the most respected independent schools in the Los Angeles area. Buckley is known for its unique educational philosophy, the 4-Fold Plan of Education, which marries a whole-child approach with elements of structure, as well as for its warm, intimate educational environment.

The school's curriculum balances academics, the arts, physical development and moral education. Its creative, personalized approach to education emphasizes high academic standards for all students, and includes traditional touches that develop the character and discipline that unlock students' potential.