Website Marin Primary and Middle School
Reports to: Head of School
Status: 100% of full time, Exempt Employee
Start date: As soon as possible and no later than August 15, 2022
The Executive Assistant to the Head of School and Office Manager is responsible for supporting the Head of School in the planning, communication, and smooth operation of Marin Primary & Middle School, and for overseeing the operations of the main office. He/she performs an important role as a welcoming, friendly, and helpful presence with all constituents, and must be able to work independently, using good judgment and initiative, and participate effectively as a member of a team, maintaining confidentiality and professionalism at all times. Familiarity with data systems or the ability to learn is a plus. The Executive Assistant to the Head of School and Office Manager embraces the School’s mission statement, belief statement, and educational philosophy.
About Us
At Marin Primary & Middle School, we believe that it’s deep connections–between students, with teachers, and with ideas–that help kids know themselves and push through boundaries in school and in life. Every day we strengthen these connections so our students are able to tackle new ideas and challenges, pursue their goals with optimism and courage, and apply all they learn to the world they’ll inherit.
Serving 320 students in preschool through grade 8, Marin Primary & Middle School’s vibrant learning community is located in the town of Larkspur. Taking advantage of both the beautiful outdoor environment of Marin County and the cultural offerings of metropolitan San Francisco, MP&MS asks its students to Be Connected, Be Curious, and Be Courageous.
Our Mission
We inspire joyful learning, honor each child, and build connections to empower all students to make a difference.
Responsibilities
The responsibilities of this position include, but are not necessarily limited to, the following:
I. Administrative Support and Office Management
● Support the Head of School by anticipating daily, weekly, and long-term needs to facilitate the effective and efficient work of the Head’s office
● Develop and maintain communication and correspondence with internal and external constituencies, including Board, faculty and staff, parents, and students, and the larger community. Maintain and update standard correspondence, assist the Head by proofreading and editing reports and correspondence
● Coordinate and assimilate information from teachers, staff, students, and parents on behalf of the Head; proactively identify needs and concerns regarding school community issues and inform the Head and leadership team
● Supervise the school nurse and ensure they have the necessary support and means to successfully treat students, communicate with parents, ensure the school’s compliance with state mandates and manage the school’s emergency preparedness operations.
● Collaborate with the school nurse and Chair of the Health and Safety Committee to oversee and update as needed the school’s COVID guidelines and procedures until the pandemic is over. Serve as secondary school Public Health Liaison to Marin Health & Human Services.
● Supervise the front office Administrative Assistant
● Collaborate with the school’s Database Manager and front office Administrative Assistant to ensure the smooth implementation and management function of the school’s Student Information System.
● Provide coverage for the school nurse and front desk as needed, including but not limited to first aid, parent communication regarding injury and/or illness, answer phones, greet and assist visitors
● With other members of the office staff, develop and maintain an atmosphere of collaboration, openness, confidentiality and trust in the front office
II. Calendar
● Assist the Head of School with managing their calendar, schedule and prioritize appointments and meeting requests, and prepare any necessary materials in advance
● Set and maintain the master school calendar, including all supporting documentation, in coordination with the leadership team; maintain the yearly binder of field trips and other special events
● Add and update events for all school calendars, identify conflicts and follow through to resolution
III. Support for Board of Trustees
● Organize and manage communication and record keeping related to the work of the Board of Trustees, including scheduling calendar of board and committee meetings, preparing and distributing monthly Board packet, maintaining board minutes and by-laws, and distributing materials as requested
● Organize and manage all logistics for Board of Trustees meetings and special events
IV. Other
● In collaboration with the development office and business office, log all incoming checks and cash following finance office procedures. Share information with the development department regarding donations. Reconcile records with the finance department as needed.
● Reconcile Head’s credit card statements
● Assist Head of School in planning and carrying out professional development days, annual faculty/staff retreats, social events, and meetings
● Maintain professional development files and other files for school accreditation and professional memberships
● Serve on administrative committees, conduct special research and manage projects as designated by the Head of School
● Arrange and coordinate conference and travel arrangements as requested for the Head of school and trustees
● Assist the Head with activities related to the reemployment of present faculty and the recruitment and hiring of new employees, including posting positions, scheduling, managing applications, communicating with candidates, serving as a contact point for recruiters and processing any invoices.
● Plan special events, including but not limited to; beginning of year and end of year staff and faculty celebrations and leadership retreats
Qualifications
● Top-notch organizational skills
● Ability to prioritize and manage multiple tasks at once
● Attention to detail
● Confidentiality
● High emotional intelligence
● Flexibility and sense of humor
● Facility with data management (Blackbaud preferred, or ability to learn)
● At least 3 years’ experience in similar position
● Bachelor’s degree required
Physical Requirements & Work Environment
Marin Primary & Middle School is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary.
● For the purposes of the ADA, the “Primary Responsibilities” listed are essential job functions
● Work is normally performed in a typical interior/classroom work environment, with typical classroom noise and other disruptions
● Both sitting and standing are required during a regular work day
● Normal vision and hearing abilities are required to interact with students, parents, faculty, and staff, and with school equipment
● Ability to occasionally lift up to 30 lbs
● Ability to work at desk and computer screen for extended periods of time
● Ability to turn, bend and reach
● Ability to move oneself around the campus
● Ability to drive to other locations for meetings, conferences, etc.
● Position requires adaptability, analyzing, assessing, calculating, decision making, dependability, good judgment, reading, memorizing, social skills, speaking, multitasking, and writing.
To Apply
Please submit a resume and cover letter no later than August 10, 2022. The cover letter should indicate and elaborate upon why the candidate’s experience is a good match for the position and for MP&MS. No phone calls please.
MP&MS is an equal opportunity employer. All individuals have an equal opportunity for employment based on qualifications and merit, regardless of religion, race, sex, marital status, pregnancy, childbirth or related medical conditions, age, color, national origin, ancestry, physical or mental disability, medical condition, sexual orientation, military service status, or any other factor prohibited by state or federal law. This policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, and other conditions of employment. MP&MS also makes reasonable accommodations for employees with disabilities and for employees who request an accommodation for pregnancy, childbirth, or related medical conditions.
