Assistant to the Head of School

The Administrative Assistant to Head of School will provide multiple levels of clerical and administrative support to the Head ensuring efficient day-to-day work flow and optimum functionality in the Head’s office. In addition, the Administrative Assistant will be an “ambassador” for the school when developing relationships with the Board of Trustees, visitors, parents and their children, and members of the faculty and staff. The Administrative Assistant will contribute to the overall collaborative and trust culture of the School.

ESSENTIAL FUNCTIONS

Head of School

Provide general administrative services to the Head of School while continually maintaining high standards when managing confidential information
Coordinate scheduling of appointments and maintain Head’s calendars
Assist Head in maintaining professional and on-going relationships with affiliated schools and non-school groups as directed by Head
Assist the Head with all aspects concerning the CAIS accreditation process
Establish a contact list and maintain a BOT
Schedule Board the Trustees meetings each year, handling event planning/reservations

At the direction of the Head or Board Chair, provide documents as requested
Ensure beverages and food are available for both on and off-campus meetings

Other General Administrative Duties

Registrar for the school – build and maintain student database and student files, request files for incoming students, send files for departing students

Maintain and manage Schoology and G-Mail parent lists
Ensure communications (texts, emails, etc.) are sent in a timely manner to Administration, Staff, Faculty Students/Parents, members of the Board, others when instructed or appropriate
Maintain the School’s Master Calendar; input all events as well as event/space reservations and setups
Create annual list of events as resource for Head and all faculty/staff; make all changes when necessary
Be the point person for all on and off campus events and manage all parking logistics as it relates to each event
Manage schedule for off-campus parking throughout the school year and communicate with all faculty and staff
Fill in for Receptionist at Front Desk on regular basis and other times as needed
Be familiar with the School Nurse’s processes and procedures and assist when necessary
Track parent volunteer finger printing and field trip driving requirements

Order office supplies as needed

REQUIREMENTS

A minimum of a Bachelor’s degree in educational administration and supervision, education or other related field is required
Proven experience should reflect a deep understanding of assisting top management to be highly efficient and successful each day
Program supervision and program development experience is essential
Proven ability to work in a faced-paced environment with demonstrated ability to handle and prioritize multiple tasks and demands
Excellent computer literacy skills
Highly skilled in communication, relationship-building and decision making
Must have the ability to work efficiently and accurately, maintain confidential information and exercise good judgment
Must be able to take initiative and follow-through with minimal supervision
Must be able to perform each primary responsibility satisfactorily
Must possess a keen written communications competency; read and interpret documents as well as write routine reports and correspondence.
Able to verbally communicate information clearly and effectively, and interact with all personality types and levels of management
Able to work effectively as part of an institutional and managerial team
Able to apply common sense understanding, and to carry out instructions furnished in both written and oral form
Demonstrate competency with basic word processing, spreadsheet, database and internet functions
Must be able to establish priorities