Administrative Assistant, Office of the Head of School

Job Description

Job Description

Reporting to the Operations, Trustee and Events Manager, the Administrative Assistant represents the Office of the Head of School as a first point of contact for faculty, staff, parents and campus visitors to the Office of the Head of School. Provides administrative support for the Associate Head of School for Equity, Inclusion and Wellness, Chief of Staff & Assistant Head of School for Strategic Planning and the Operations, Trustee and Events Manager. This is a 12-month, full-time staff position. This position requires an on-site presence; however, remote work may be permitted 1–2 days per week during the summer break based on operational needs and workload.

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES: [Please see full job description attached for details about major areas of responsibility.]

• Answer incoming calls and emails, greet all visitors to the office. Provide assistance, information, and support.
• Manage the logistics of meetings, conferences, and special events. Primary duties include booking rooms, coordinating schedules, managing vendors, arranging travel and lodging, and ensuring technology needs are met. Assisting with Trustee weekend meetings and events which may include evening and weekend work.
• Other duties as assigned to support an effective and well-functioning Head of School office

SKILLS NEEDED:

• Excellent verbal and written communication skills.
• Able to organize and prioritize work in an ever-changing environment.
• Highly experienced in Microsoft Office (Word, PowerPoint, Excel, Outlook and Teams)
• Experienced with Canva design tools
• Work independently with little supervision.
• Excellent interpersonal skills to work cooperatively with faculty and staff across campus.
• Maintain electronic file storage for shared HOS documents to facilitate seamless collaboration across the team.

• Experience supporting a team and collaborating with peers.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree preferred with five years of experience working in a fast-paced organization/professional setting as an executive administrative assistant, office manager or similar role. The successful candidate will be expected to practice and develop cultural competence in the exercise of their duties. Candidate must be available for some evening and weekend work related to special events and meetings.

To be considered, please include a detailed cover letter outlining your interest in this position.

Rate of pay will be based on experience and qualifications.

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law. Any offers of employment will be contingent upon successful CORI/SORI, and fingerprinting background checks as well as unrestricted authorization to work in the United States.