Administrative Assistant to the Head of School and Division Heads

Position: Administrative Assistant to the Head of School and Division Heads

Position Status/Time: Full-time/Exempt/April or May 2022

Posting:

We are seeking a talented individual to join our administrative support team at SF Day!

SF Day celebrates and welcomes faculty and staff who reflect the broad range of diversity in the Bay Area. We encourage people of color and LGBTQ+ applicants to apply. SF Day offers excellent benefits and a competitive salary.

At San Francisco Day School, we believe that when intellect and imagination are intertwined, students delight in the discovery of connection: in their academic and creative pursuits, in their relationships, and in all that they experience here. Every day we help our students emerge as flexible and resourceful learners. Because when we do, our students light up with the call and capacity to take on the complexities of their day and of a diverse world.

SF Day Fast Facts

Independent, co-educational school
Founded in 1981
Serving 420+ students
Located in the heart of SF (NOPA)

Are you . . .

Keen to work in a fast-paced environment with children and adults?
Highly organized and detail-oriented as well as relationship-centered?
An effective communicator and thoughtful listener?
A responsible, creative, and flexible administrative assistant ready to support the school in various ways?
A compassionate team player and role model?
An inclusive community member who sees and appreciates the diverse fabric of our city and community?

Qualifications

Bachelor’s degree or, in lieu, equivalent work experience
At least 3-5 years experience in high-level administrative support
Technical proficiency with demonstrated experience in, at a minimum, Zoom, Google Suite (Docs, Sheets, Slides, Calendar) and Microsoft Office
Ability to learn additional tech applications
High professional integrity and a demonstrated record of confidentially handling sensitive information
*preferred* Experience supporting a CEO
*preferred* Experience working with a not-for-profit board
*preferred* Experience working in an educational environment

Primary Responsibilities

The Administrative Assistant to the Head of School and Heads of Lower and Upper School supports these school leaders in their daily work. They also support the work of the Board of Trustees and its Chair.

Some aspects of your role:

Supporting the Head of School and Board of Trustees

Coordinate the Head of School’s calendar
Create and maintain the school’s master calendar
Create key dates and event calendars for the next school year
Set up individual and group meetings for the Head, either Zoom or in-person
Coordinate all Leadership Team meetings (plan and distribute agendas, take minutes, ensure follow-up)
Coordinate all Full Faculty and Staff meetings (plan and distribute agendas, take minutes, ensure follow-up)
Arrange interviews for prospective administrative applicants
Arrange for transportation/housing if needed
Register the Head of School and board members for conferences, seminars, and workshops
Work closely with the Board Chair to plan and distribute board agendas and other materials, take meeting minutes, and file all materials in the Board portal
Assist the Board Chair and board committees with special projects
Calendar all board committee meetings, take meeting minutes, and file all materials in the Board portal
Coordinate food for board meetings and assist with set up and break down
Coordinate and order tenure gifts at the end of each year
Supporting the Heads of Lower and Upper School

Coordinate the Division Heads’ calendars
Become familiar with all Divisional tools for internal communication and be able to support/direct teachers accordingly
Learn and understand the details of the School schedule and serve as a thought partner in scheduling when needs arise.
Take calls for the Lower and Upper School Heads
Create online parent sign-up links for Parent/Teacher conferences and support parents and faculty w/this process two times a year
Arrange interviews for prospective teaching applicants
Arrange for transportation/housing if needed.
Manage the student/family report portal: organize, proofread, and file teachers’ narrative reports
Assist with preparing and sending transcripts and other materials to high school admission offices
General

Sign up/pay for professional Development for faculty
Maintain a welcoming and collaborative environment in the front office
Coordinate with, and cover for, other office assistants (including reception and phone lines) to ensure a constant presence in the front office
Assist with setup and staffing occasional evening and weekend events
Other duties as may come up on daily basis

Ready to Join SF Day?

Please apply online (link to the school’s “Join our Team” webpage here)  with a single pdf that includes a cover letter and a resume describing your reasons for applying and the strengths you would bring to the position.

Please, no phone calls.