St. Paul's School seeks an Executive Assistant for Finance & Administration. The Executive Assistant provides high-level administrative and organizational support to the Vice Rector for Finance and Administration, with additional project support responsibilities in collaboration with the Chief Business Officer. This position plays a critical role in enhancing operational effectiveness across the division of Finance and Administration, by coordinating projects and supporting strategic initiatives. The role requires exceptional communication, discretion, and project management skills.

Essential Duties and Responsibilities: The following duties are representative of the position and may be modified at the supervisor’s discretion.

Executive & Administrative Support (37.5%)

• Provide general office support including correspondence drafting, proofreading, managing telephones, scheduling, and database usage.
• Maintain the calendar and travel arrangements for the Vice Rector for Finance and Administration.
• Handle sensitive communication and correspondence with professionalism and confidentiality.
• Support communication within and outside the department and with offices such as the Rector’s Office and the Board of Trustees.
• Process purchase orders, invoices, credit card transactions, and reimbursements.
• Routinely utilize office software including Word, Excel, Outlook, Filemaker, and Raiser’s Edge.

Project Management & Coordination (32.5%)

• In collaboration with the Vice Rector, assist in the coordination of Finance, Operations, IT, and Board of Trustee initiatives.
• In collaboration with the CBO, support the planning, organization, and execution of special projects across HR, Campus Safety, and Business Operations.
• Develop and maintain project plans and schedules; track progress and deliverables to ensure timelines are met.
• Coordinate project meetings, including scheduling, preparing agendas, and tracking action items.
• Prepare status reports, collect data, and assist in research and analysis to support operational decisions and resource allocation.
• Monitor project metrics and support process improvement efforts.
• Organize and maintain project files and compliance documentation.

Communication & Documentation (22.5%)

• Draft and edit project communications, reports, and presentations for leadership and cross-departmental use.
• Record meeting minutes and document project action plans and deliverables.
• Facilitate cross-functional communication between departments to ensure alignment on shared initiatives.

Additional Duties (7.5%)

• Assist with query and report development in institutional databases.
• Track financial aid applicants and assist with budget or contract review as assigned.
• Attend and actively participate in meetings and community events as appropriate.
• Other duties as assigned by the Vice Rector for Finance and Administration or the CBO.

Supervisory Responsibilities: None.

• Associate’s Degree and at least five years in administrative support or equivalent combination of education and experience. Bachelor’s degree preferred.
• Demonstrated experience in administrative and/or project coordination roles; familiarity with HR, Finance, and/or Safety functions is a plus.
• Strong verbal and written communication skills, including grammar, spelling, and editing.
• Ability to manage multiple tasks, prioritize competing deadlines, and work independently.
• Proficiency in Microsoft Office Suite and experience with project tracking tools (e.g., Smartsheet, Asana, or similar).
• Exceptional organizational skills, attention to detail, and problem-solving abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to engage effectively with all levels of staff and maintain professional relationships across departments.
• Occasionally required to stand, walk, sit, reach, climb, stoop, kneel, talk, hear, and use hands to handle tools or controls.
• Vision requirements include close vision, distance vision, depth perception, and focus adjustment.
• Must occasionally lift and/or move up to 25 pounds.

About St. Paul's School

Founded in 1856, St. Paul’s School is a fully residential independent high school located in Concord, N.H. The 2,000-acre grounds are home to approximately 535 students from more than 30 states and 13 countries. All students and the more than 100 full-time faculty members live on the grounds. The School is accredited by the New England Association of Schools and Colleges as well as other nationally recognized agencies. In addition to its regular program for grades nine through twelve, St. Paul’s also offers the Advanced Studies Program each summer for academically talented New Hampshire high school juniors. Learn more at sps.edu.

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