Position: Administrative Assistant to the Head of School

Reports to: Head of School

Classification: Non-Exempt – Full Time, 12 month position

Chandler School is a co-ed, K-8, day school enrolling 450 students.

The mission of Chandler School is to provide each student with the highest quality and most academically challenging education in a nurturing, balanced, and diverse environment. We strive to have our students gain a love of learning, a means of thinking independently, and an ability to work collaboratively. A Chandler education seeks to develop good character, self- reliance, and a commitment to community in students as a foundation for academic and personal success.

Primary Responsibility:  The Administrative Assistant to the Head of School provides confidential and professional support to the Head of School and must manage individual projects and duties.  Some of these functions include but are not limited to:

Primary Functions:

Visitor Reception & Professional Manner

• Serve as the front person in the Main Office, welcoming and directing visitors.
• Be courteous and respectful at all times to parents, colleagues, children and guests.
• Handle confidential information as requested by the Head of School with an expectation that the material will remain confidential unless otherwise directed.

Calendar Management & Meeting/Event Coordination

• Maintain the Head of School’s calendar(s) and manage appointments as directed.
• Schedule meetings requested by employees, trustees, parents, students, etc.
• Order and receive catering and supplies for meetings and events as needed.
• Contact and correspond with individuals as requested by the Head of School.
• Collaborate with the Advancement Team to plan and execute events as needed.

Document Collection & Report Preparation

• Collect data and documents from various individuals as directed by the Head of School to assemble and prepare reports for the administration and Board of Trustees.

Clerical Support & Meeting Minutes

• Provide full clerical support to the Head of School including: typing and email correspondence, scheduling (including meetings), copying, filing, mailings, etc.
• Attend Board of Trustees meetings (approximately 5 Tuesday evenings per year) and generate confidential minutes to be distributed to the full board for review.

First Aid

• Provide basic first aid assistance for students with minor injuries, aches and pains.
• Complete incident/injury forms and communicate with parents and teachers about the incident/injury, the student’s condition and our response.

Student Supervision & Campus Safety 

• Occasionally supervise students during arrival/dismissal and/or snack/lunch recess duties as assigned by the Head of School.
• Complete tasks to ensure student safety as assigned by the Head of School an outlined in Chandler School’s emergency response plans and procedures.
• Support students in connecting with relevant personnel when needed (ex. School Counselor).

Other Working Relationships 

Must be able to effectively work with:

Head of School & Administrative Offices
Admissions & Enrollment Management
Advancement & Strategic Initiatives
Business, Finance and Human Resources
Communications
Extended Care
Operations & Technology

Lower School and Middle School Directors & Administrative Assistants
Faculty & Staff
Students
Parents
Trustees
Alumni, Neighbors & Guests

 

Qualifications and Skills Required:

• Strong language skills – ability to read and interpret documents and must have the ability to write routine reports and correspondence.
• The ability to be easily understood when welcoming parents, students and visitors and when answering the phone.
• Excellent communication, interpersonal and organizational skills both in written and oral form.
• Demonstrate effective and tactful communication skills, both in written and oral form.
• Ability to handle confidential/sensitive information with discretion and in accordance with the school handbook or legal standards.
• Experience with/proficiency in Microsoft Office Suite, Google OS knowledge, and Excel is preferred. Must be familiar with Macintosh operating systems and comfortable utilizing a variety of digital meeting applications including Zoom.
• Excellent customer service skills and phone etiquette.
• Efficient principles, practices, techniques, and procedures for managing and working in an office setting.
• Skills related to formatting business letters correctly, writing reports, maintaining records and filing systems, as well as relevant editing techniques.
• Perform a range of administrative and clerical duties simultaneously, with speed, accuracy, and the ability to handle frequent interruptions.
• Exhibit flexibility in responding to impromptu demands and can work well under pressure while meeting established deadlines.
• Capable of creating, editing, and distributing various types of written correspondence, including memorandums, forms, reports, and departmental publications with clarity and precision.
• Establish and manage various records and filing systems.
• Proficient in utilizing email/internet, word-processing, database, spreadsheet, and graphics/presentation software applications in the course of assigned duties and maintains up-to-date knowledge of advancements in office technology.

Working Conditions:

The person in this position is required to sit, talk, hear and to visually intercept visitors. This employee works primarily indoors in an office setting and may be required to be able to lift up to 30 lbs. Both close and distance vision is required.

Education & Experience:
While a college degree is highly desirable, any combination of education and training, as well as work experience, that equips the individual with the necessary knowledge, skills, and abilities will be considered. A minimum of two years of experience as an assistant is required.

Salary Range:

$65,000 – $80,000

Submit cover letter and resume to [email protected].

No calls please.