Administrative Associate to the Assoc. Head of School

Purpose: The Administrative Associate provides high-level administrative, operational, and project-management support to the Associate Head of School and the leadership team members under their purview. Serving as a central liaison for school-wide administrative initiatives, this role oversees calendar management, internal and external communications, professional development programming, and event logistics. 

Qualifications & Skills:

• Education & Experience: Bachelor's degree or equivalent professional experience preferred; 3+ years of experience in administrative support, office management, or school administration strongly preferred. 
• Technical Proficiency: High proficiency in Google Workspace (Calendar, Drive, Docs, Sheets, Forms, Gmail), presentation software, digital communication tools (e.g., Canva), and Student Information Systems (SIS).  
• Communication & Service: Excellent written and verbal communication skills; dedicated to providing warm, responsive, high-touch customer service to parents, staff, and students.  
• Organization & Initiative: Outstanding organizational and project management abilities, with proven success managing competing priorities in a fast-paced environment.  
• Culture & Interpersonal Skills: Brings a positive, solution-oriented energy to work daily; demonstrates strong collaboration skills, empathy, and active listening. 

Essential Functions: 

Attendance and punctuality are essential to the successful performance of this job.  

Administrative Support  

• Provide proactive support for the Associate Head in project management and scheduling. 
• Prioritize requests, resolving scheduling conflicts, and managing meeting logistics for the Associate Head.
• Prepare meeting materials, briefing notes, agendas, and background information in advance; track and follow up on action items.
• Compose and distribute communication and announcements on behalf of the Associate Head.
• Handle sensitive and confidential information with utmost discretion and sound professional judgment.

Program & Event Coordination

• Lead logistics and planning for faculty in-service days, professional development, and teacher training sessions. Assist in planning, coordination, and communication for other events as requested.
• Coordinate guest presenters, travel, and session logistics for external professional development events as requested
• Organize school community events such as New Parent Nights, acting as the primary point of contact to ensure a smooth transition for incoming families.
• Assist in coordinating communication, registration, and administration for student testing (e.g., ISEE exams, Stanford Testing).

Administrative & Leadership Team Support

• Serve as a primary liaison between the Associate Head of School, division leaders, faculty, and administrative staff.
• Track long-term projects across the leadership group, issuing reminders and monitoring deadlines to ensure timely completion.
• Design tables, charts, slide decks, data representation, and reports to support leadership planning, reporting, presentations.
• Triage incoming calls, emails, and visitor inquiries, responding independently when appropriate or directing to the proper personnel.
• Maintain well-organized physical and digital filing systems, archives, and records under the Associate Head's purview.
• Support additional administrative and planning needs as assigned by leadership.

Other duties as assigned.

Physical Requirements: 
Seeing      Ability to move distances within and between Buildings      Lifting (15 Pounds)   

Color Perception (Red, Green, Amber)    Hearing/Listening                  Carrying  (15 Pounds)
Clear Speech        Pushing/Pulling      Touching (Dexterity, Hand & Finger) 

Mental/Reasoning Requirements:
Analysis/Comprehension      Reading - Complex Clerical
Judgment/Decision Making Writing - Simple      Basic Math Skills

Work Environment:
Works Alone    Works with Others      Verbal Contact w/Others     
Face-to-Face Contact    Inside          Noise

Disclaimer: The above are physical and mental requirements of the position as it is typically performed.  Inability to meet one or more of these physical or mental requirements will not automatically disqualify a candidate or employee from the position.  When requested, reasonable accommodations may be made to enable the incumbent to perform the essential functions. These statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified