Administrative Assistant Head of School Office

Job Description

Job Description

Administrative Assistant Head of School Office

Full-time, 210 Days

Reports to: Head of School

Position Summary

The Administrative Assistant serves as a welcoming first point of contact for students, families, and visitors to campus while providing essential administrative support to the Head and Assistant Head of School and front office team. This position plays a critical role in creating a warm, organized, and efficient school environment by managing front office operations, coordinating student sign-in and sign-out procedures, and maintaining the all-school academic calendar. The Administrative Assistant works collaboratively across divisions to ensure that daily office functions run smoothly and that every person who enters the campus feels welcomed and well-served. This role requires exceptional interpersonal skills, strong attention to detail, the ability to manage multiple priorities in a fast-paced environment, and a genuine commitment to serving the school community.

Key Responsibilities

Spiritual Leadership and Culture

• Model a growing personal relationship with Jesus Christ and demonstrate Christian character in all interactions.
• Maintain a service-oriented, hospitable approach that reflects the mission and values of the school.
• Maintain confidentiality and discretion with sensitive student and school information.
• Foster positive relationships with students, families, faculty, and staff through encouragement and excellent service.

Visitor and Campus Reception

• Serve as the primary point of contact for all visitors, guests, vendors, and prospective families arriving on campus.
• Greet visitors with warmth and professionalism, verify identification, issue visitor badges, and direct guests appropriately.
• Maintain a clean, organized, and welcoming front office environment.
• Manage incoming calls, emails, and front desk inquiries, routing communications to the appropriate staff.

Student Sign-In and Sign-Out

• Assist the Receptionist in managing and monitoring the daily sign-in and sign-out process for all students PreK12 in accordance with school safety and security protocols.
• Verify authorization for student release and maintain accurate records of late arrivals and early departures.
• Communicate with division offices and teachers regarding student arrivals, departures, and absences.
• Ensure compliance with custody agreements, emergency contact requirements, and other student-specific documentation.

All-School Calendar Coordination

• Develop and maintain the comprehensive all-school academic calendar in collaboration with the Head of School, Assistant Head of School, and division principals.
• Coordinate calendar input from all divisions to ensure integration and prevent scheduling conflicts.
• Maintain the master calendar with key academic dates, testing schedules, and milestone events.
• Communicate calendar updates to faculty, staff, and families in a timely and organized manner.

Administrative Support Head of School and Assistant Head of School

• Provide direct administrative support to the Head of School and Assistant Head of School, including calendar management, meeting scheduling, correspondence, and travel coordination.
• Prepare documents, reports, and presentations as needed.
• Assist with board-related logistics and communications as directed.
• Process expense reports, credit card statements, purchase orders, and other administrative documents on behalf of the Head and Assistant Head of School.
• Maintain refreshment ordering for the conference room and Head of School office.

Front Office Operations

• Support the front office team in day-to-day operations including supply management, mail handling, and office equipment maintenance.
• Assist with event logistics, school communications, and other projects as directed by school leadership.
• Serve as a resource and support for families navigating school processes and procedures.

Substitute Teacher Coordination and Internal Coverage

• Assist the Assistant Head of School in coordinating daily substitute needs across all divisions in collaboration with division assistants.
• Coordinate internal coverage when substitutes are unavailable, working with division administrators to arrange teacher coverage.
• Build and maintain relationships with reliable substitute teachers to ensure quality
• Maintain emergency substitute plans and contact lists for last-minute absences.

Alumni Relations and Events

• Maintain and update the alumni database, ensuring accurate and current contact information for graduates across all class years.
• Coordinate alumni events and reunions, including logistics, venue arrangements, invitations, and follow-up communications.
• Develop and distribute alumni newsletters and communications to keep graduates connected and informed about school news and events.
• Serve as a primary point of contact for alumni inquiries and requests, responding in a timely and welcoming manner.
• Collaborate with school leadership to support alumni engagement initiatives and build a strong alumni community.
• Track alumni event attendance, RSVPs, and engagement metrics to inform future programming.
• Coordinate with development staff to support alumni giving and stewardship efforts as needed.

Qualifications

Required:

• A growing personal relationship with Jesus Christ and ability to articulate and model a Biblical worldview
• Agreement with the school's statement of faith
• Associate's or Bachelor's degree preferred; equivalent experience in school or office administration considered
• Minimum of 3-5 years experience in office management, educational administration, or related field
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication abilities
• Proficiency with Microsoft Office Suite, Google Workspace, and database management
• Ability to manage multiple priorities and deadlines simultaneously
• Professional demeanor and excellent customer service skills

Preferred:

• Experience in a school setting, particularly secondary education
• Familiarity with student information systems ( FACTS)
• Experience with budget management and financial tracking
• Background in event planning and coordination

Essential Characteristics:

• Warm, welcoming presence with genuine care for students and families
• High level of integrity and ability to maintain confidentiality
• Proactive problem-solver with strong initiative
• Flexibility and adaptability in a fast-paced environment
• Team player with collaborative approach to supporting school mission
• Patient and calm under pressure
• Detail-oriented with commitment to accuracy and excellence
• Positive attitude and willingness to serve others
• Strong interpersonal skills and ability to build relationships across diverse groups
• Commitment to continuous improvement and learning

Compensation and Terms

This is a full-time, 10-month position plus 10 days in the summer, with salary and benefits commensurate with experience.