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Executive Assistant to the Office of the Head of Upper Division

2 months ago

Pebble Beach, United States Stevenson School Full time
Job DescriptionJob Description

Stevenson School is a PK-12 co-educational, college-preparatory, boarding and day school with enrollment of 770 students on two campuses in beautiful Central Coast California. The Upper Division campus (Grades 9-12) is located in Pebble Beach. The Lower/Middle Campus (Grades PK-8) is in nearby Carmel-by-the-Sea. Stevenson is a mission driven school that aims to help students shape joyful lives while instilling a passion for learning and achievement to prepare them for success in school and beyond. 

Stevenson is seeking an Executive Assistant to the Office of the Head of Upper Division, with an immediate start. Reporting to the head of the upper division, the EA provides direct administrative support to the head of the upper division and the dean of academic life and is responsible for maintaining orderly and productive daily operation of the upper division academic offices and management of special events and projects. Attendance and active participation is expected at a number of schoolwide and special events including, but not limited to, student orientation, back-to-school night, family weekends, graduation, and key admissions events. This is a year-round, part-time position on the Pebble Beach campus. Anticipated schedule is 30 hours per week when school is in session, with reduced hours (10 hours per week) during the summer vacation. 

In keeping with Stevenson’s core values, we seek candidates who demonstrate a commitment to diversity, equity and inclusion. Candidates from underrepresented backgrounds are encouraged to apply.

Responsibilities:

Event & meeting management & general  support

  • Manage and coordinate details for upper division events (including catering and facilities requests, communications, invitations, RSVPs, attendance lists, technology needs, room reservations, and event oversight), including but not limited to signature events such as opening and closing meetings and in-services, back-to-school night, cum laude, parent evenings, community honors & awards day,  and all events at the home of the upper division head
  • Provide logistical support for regular meetings, such as community coffees, faculty meetings, and bi-weekly department head meetings, including coordinating snacks and refreshments and producing handouts  
  • Coordinate with appropriate colleagues and offices to plan and execute schoolwide PK-12 events

Schedule & communication management

  • Manage coordination of personal calendars as needed for the academic leadership team; including scheduling and tracking teacher observations, responding to meeting requests, and booking meetings as needed for the academic leadership team
  • Provide schedule support and act as department host for visiting teaching candidates
  • Manage travel arrangements as needed for the academic leadership team
  • Manage school calendars and ensure timely announcements of upcoming internal and external events to appropriate constituencies
  • Manage the proofreading/editing process at marking periods for upper division faculty
  • Organize and onboard substitute teachers, coordinate attendance for absent teachers 
  • Create instructional days calendar for and supporting documents for faculty as needed
  • Copyedit and proofread community communications regularly and as needed

Office management

  • Maintain a customer service-oriented approach to all aspects of role
  • Provide a welcoming and helpful presence for visitors to the office
  • Answer incoming calls to the office, providing needed information and assistance and/or routing calls as appropriate

Budget management & operations support

  • Manage credit statements for UD credit cards, ensuring timely and approvals and accurate coding
  • Maintain annual discretionary spending budget for UD departments and coordinate with controller and head of upper division re: status of campus spending
  • Manage professional development funding and operations, including receipt of applications, communication of deadlines and procedures, distribution of applications to the summer faculty enrichment committee, and oversight of stewardship responsibilities and workshop database
  • Order and manage supplies for faculty

Other responsibilities

  • Support the transition of transcript maintenance to the college counseling office
  • Support the registrar with student and family communication and other operational needs pertaining to course selection and marking periods
  • Request cumulative files for newly enrolled students and upload to Slate
  • Maintain student records

Required Qualifications:

  • Bachelor’s degree and at least two years of experience in a relevant area
  • Excellent organizational skills and project management capability
  • Exceptional interpersonal skills
  • Proficiency with, Slate, Havalo, Canvas, Deanslist, and Google preferred
  • Highly motivated self-starter with service-oriented approach
  • Ability to maintain consistently high level of exceptional responsiveness
  • Strong written and verbal skills
  • Collaborative style combined with ability to function and think creatively to problem solve independently, as needed
  • Ability to multi-task to effectively complete work in a fast-paced environment
  • Exceptional professionalism and ability to maintain confidentiality
  • Ability and enthusiasm to learn new skills to enhance operations of the office and, by extension, support other areas of the school by meeting their needs from the office

Anticipated compensation for this position $25 - $35, hourly, based on experience. In addition to competitive salary, Stevenson is pleased to provide a generous benefits package with housing support available for eligible employees. A delicious lunch is included daily for all employees.

Stevenson is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity, national origin, age, disability, marital status, sexual orientation, or any other characteristic protected by law. 

Interested candidates are invited to use the link provided to submit a cover letter and resume to:

Susan Fahey Khanna, Director of Human Resources



 

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