DEPARTMENT: ADMINISTRATOR

REPORTS TO: HEAD OF SCHOOL

STATUS: FULL-TIME (30 hrs/wk), NON-EXEMPT

START DATE: August 5, 2024

Black Pine Circle School is a K–8 independent school in Berkeley, California. For 50 years, we have inspired lifelong learners through an inquiry-based Socratic education that places equal emphasis on academics and the arts. Our Lower School (grades K–5) supports approximately 125 students, and our Upper School (grades 6–8) supports approximately 200 students. 

MISSION STATEMENT

BPC’s mission is to create a learning community that encourages humanity, empathy, moral depth, cultural understanding, and freedom in intellectual pursuits. Socially, it is our goal to instill mutual respect, compassion, and a sense of belonging among all of our students.

POSITION SUMMARY

The executive assistant to the head of school provides consistent, confidential, and professional administrative support for the head of school in order to maintain the well-being of the school and the broader community. The executive assistant to the head plays an integral role in the day-to-day goings on of the administrative team, faculty, and the student body. This individual will be the first line of communication between the head of school and the wider community.

RESPONSIBILITIES

• Organize and review daily priorities for the head of school
• Schedule, maintain, and confirm the head of school’s appointments and calendar activities
• Assist the head of school with work and events related to the board of directors
• Provide administrative support for the board of directors, attend after-hours board meetings, and record board meeting minutes
• Oversee set up for board meetings, including set up of Zoom room and related technology 
• Oversee major all-school dates on the calendar, and manage the school calendar 
• Prepare the head of school’s memoranda
• Make school-related travel arrangements for the head of school
• Manage expenses for the head of school
• Serve as a liaison between the head of school and other constituents
• Manage arrangements for all-school faculty/staff meetings and employee events
• Share in planning campus-wide events
• Assist in organizing new-staff and faculty orientation for the start of the school year
• Compile information as requested, for the head of school
• Manage and serve as a liaison for school memberships, such as CAIS, NAIS, etc.
• Manage outside contractors with renting facility spaces
• Obtain, gather, and organize pertinent data for Federal, State, and District reports and surveys
• Promote the school’s mission, making it the center of all decisions and actions
• Support an atmosphere of trust and openness among teachers, students, and parents

OTHER DUTIES

• Assist other departments when necessary or requested, especially with events
• Plan and execute end-of-year events, holiday parties, etc.

SCHOOL-WIDE DUTIES

• Participate on school committees as needed and appropriate
• Attend all 4-STAR events (school-wide mandatory events)

QUALIFICATIONS AND SKILLS

1. A bachelor's degree is preferred, relevant work experience in lieu of a degree will be considered
2. 5 years of administrative experience, preferably in a nonprofit or school environment
3. Strong organizational skills and attention to detail, with a demonstrated ability to follow through with action items and tasks
4. Excellent written and verbal communication skills, you are an active listener and genuinely enjoy engaging with colleagues to get work done
5. Proficient skills in Google Suite, Microsoft Office Suite, Zoom, with the ability and desire to learn different software programs. Experience in Adobe and Canva is a plus! 
6. Ability to prioritize tasks and manage multiple projects simultaneously
7. Discretion and professionalism when handling sensitive information
8. Collaborative attitude and willingness to support team members as needed
9. High-level of integrity and confidentiality is a must!

COMPENSATION

The anticipated base compensation the school reasonably expects to pay candidates for the position of Executive Assistant to HOS is $37.61 to $45.37 per hour, depending on factors such as experience and education as well as internal pay equity with current employees. 

BPC’s board and administration are dedicated to offering competitive salaries and benefits, including medical benefits, retirement plan employer contributions, and professional development opportunities. 

WORK ENVIRONMENT

Required to lift and carry up to a maximum of 25 lbs., in a correct manner consistent with the appropriate training provided by the School. Reaching with hands and arms, climb stairs, bend, stoop, twist, lift, reach, push, pull, grasp, balance, kneel occasionally. Use of phone, computer, copier, and other office equipment. Required to sit (or stand) for prolonged periods of time while operating a computer for approximately 6-8 hours daily. Repetitive motion for typing and other keystroke needs. 

TO APPLY

Please send your resume and cover letter to jobs@blackpinecircle.org. The subject line of your email should state the position you are applying for: “Executive Assistant to the Head of School”. 

Please include contact information for three professional references in the body of your email (name, position, and email address), we will not contact your references without permission from you first. Professional references can include former supervisors, managers, and colleagues. 

Black Pine Circle School is an Equal Opportunity Employer and is committed to a policy of equal employment opportunity for all applicants, employees, and volunteers, and the School makes decisions based on the merits of each candidate. We have an ongoing commitment to the creation of a workplace free of discrimination and harassment, and prohibit discrimination based on an individual’s culture, race, ethnicity, sex, religious beliefs, ancestry, sexual orientation, gender identity, reproductive health decisions, national origin, age, physical or mental disability, pregnancy, military and veteran status, citizenship status, marital status, genetic information, height, weight, or any other status protected by federal, state, or local law. Black Pine Circle will afford equal employment opportunities to all qualified applicants, employees, and volunteers as to all terms and conditions of employment, including, without limitation, compensation, hiring, training, promotion, transfer, discipline, and termination.