K-12 School Administrative Assistant

2 weeks ago

Westport, United States FoundHer, LLC Full time

Great opportunity for a return-to-work candidate with a school or education background


Dynamic private school seeking an Administrative Assistant to support the Head of Upper School by managing a combination of administrative tasks and relationship-building functions. The Administrative Assistant will serve as a key point of contact for students, faculty, staff, and families within the Upper School, helping to foster meaningful connections across the community. Core responsibilities include managing the Head of Upper School’s calendar, coordinating demands on their time, resolving scheduling conflicts, and facilitating efficient workflows. The Administrative Assistant will collaborate with the Head of Upper School and the Upper School leadership team to ensure smooth daily operations.


The ideal candidate will possess excellent verbal and written communication skills, outstanding organizational abilities, and the ability to leverage technology effectively to enhance organization and communication. Strong interpersonal skills, a collaborative and flexible nature, and the ability to manage sensitive and confidential information with discretion are essential. The school values individuals who thrive in a collaborative environment, are adaptable and innovative, and are eager to engage fully in the life of the school. Candidates should share our commitment to equity, inclusion, and cultivating a culture of belonging for all students.


The duties and responsibilities of the Administrative Assistant include:


Supporting the Head of Upper School

The Administrative Assistant provides critical support to the Head of Upper School by handling various administrative tasks, including drafting emails and preparing communications for the division head and deans. Additional duties include minor accounting tasks, greeting visitors, answering the division head’s phone, and scheduling meetings to ensure the division head’s time is efficiently managed. These responsibilities help support the division head’s priorities and daily operations.


Community Engagement and Support

The Administrative Assistant plays a key role in fostering relationships with students, faculty, and families to support the division head’s efforts in building a strong community and positive environment. They maintain a visible presence in hallways and events, and act as the first point of contact for inquiries. The Administrative Assistant resolves routine issues for students, teachers, and families, manages direct access to the division head, and ensures a welcoming atmosphere at the school. Other duties include organizing parent-teacher conferences, reviewing school resources to ensure families have accurate information, receiving incoming calls to the main phone number, and sitting at the school’s main reception desk on an as-needed basis.


Classroom and Faculty Support

So that faculty may remain focused upon instruction and in support of an efficient, supportive academic environment for all, the Administrative Assistant helps facilitate classroom coverage and study hall supervision, by coordinating with faculty to gather lesson plans and ensuring substitutes are equipped to provide as much continuity in learning by students as possible. Other duties may include monitoring student behavior in public spaces, proctoring detention weekly, and supervising classes or study halls on an as-needed basis.


Attendance and student record management

The Administrative Assistant is responsible for monitoring student attendance and other records, ensuring accurate and timely updates in Veracross, and ensuring that students, families, faculty, deans, and the Upper School administrative team may partner to uphold community norms and expectations for learning and behavior. Additional tasks may include upkeep of student disciplinary records and execution of processes to ensure that school’s daily and class attendance data is complete and up-to-date.


Calendar and event coordination

The Administrative Assistant manages the Upper School calendar of events, and may oversee preparation for key events such as assemblies, family events, faculty meetings, and other important community events. This includes maintaining accurate calendar entries, resolving space and time conflicts, and coordinating with various departments to ensure event spaces are set up and ready. The Administrative Assistant also addresses last-minute logistical needs.


Student records and academic support

The Administrative Assistant collaborates with the Upper School administrative team to manage student leaves-of-absences, process transcripts, and support students' academic documentation needs. They maintain accurate student files and ensure the seamless flow of documents involved in onboarding new students. Additionally, the Administrative Assistant supports the Registrar and Assistant Head of Upper School for Academics & Program by contributing to the smooth operation of academic services so that all student records and academic processes are managed efficiently and effectively.


Required Knowledge & Skills

A high degree of discretion when dealing with confidential information

Exceptional dependability and attention to detail

Demonstrated ability to work independently and in teams

Highly professional written and oral communication skills

The ability to adapt and to find creative solutions to unexpected challenges

Outstanding ability to create positive and appropriate relationships with students, families, and colleagues

Experience with Microsoft Office Suite and Google Workspace

Proficiency with database and spreadsheet applications


Preferred Knowledge & Skills

Familiarity with the PreK-12 environment

Experience with student information systems


Required Qualifications

Associate’s degree

Three to five years of administrative experience or similar

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