Upper School Administrative Assistant

About Castilleja 

Castilleja is a dynamic, diverse and intentional educational learning community for students in grade 6-12 that believes in the power of women learning and women leading. Founded in 1907, Castilleja fulfills its mission to educate young women to become confident thinkers and compassionate leaders with a sense of purpose to effect change in the world.

Diversity and Inclusion Statement

Each member of the Castilleja community is responsible for fostering an equitable, respectful, and just community. Together, we commit to learning from diverse voices and experiences, and we aspire to engage our differences with courage, honesty, intellectual curiosity and respect. We believe this commitment to diversity and inclusion is essential to developing compassionate leaders. 

Job Summary 

We are seeking a dynamic administrative professional who will cheerfully and efficiently support the goals of the school and the Head of the Upper School in innovative ways as well as provide support to the Upper School Dean of Students. This is a full-time, year-round position which requires an onsite presence.

Key responsibilities:

Calendaring:

• Schedule and maintain the Head of the Upper School’s demanding calendar in coordination with and using the GOOGLE School Master Calendar
• Prioritize and resolve schedule conflicts, and handle scheduling challenges arising from urgent requests, act as a gatekeeper while also making the Head of the Upper School available and accessible
• Anticipate calendar needs several months or more in advance to ensure proactive and effective scheduling
• Be proactive in anticipating the various events of the school year and scheduling the Head of Upper School participation in these events.
• In coordination with the Upper School Team, plan school events (Award Ceremonies, Upper School Graduation, other student activities)

Phone and Correspondence:

• Screen the phone calls and visitors to ascertain urgency, decide whether the Head of the Upper School needs to personally respond and, if possible, respond to query or route query to the appropriate employee for proper response and follow-up.
• Respond to letters, emails and phone calls and general correspondence of a routine nature quickly and accurately.
• Organize and maintain both paper and electronic files and relevant documents
• Secure information or relay requests which may be urgent and confidential in nature.
• Complete expense reports.
• Actively look for ways to support the Upper School, to improve processes, and to assist others in the division.

Faculty/Staff Support and Coordination

• Prepare and maintain minutes for Upper School faculty meetings and other meetings as required.
• Attend all faculty meetings, take minutes, and track attendance.
• Assume responsibility for special projects for and as assigned – may include e supporting and/or coordinating assemblies, class trips, clubs, and other student activities.

Qualifications

•Exceptional verbal and written communication skills, and strong organizational skills

•Ability to create, proofread, edit, and oversee communications materials

•Ability to proactively recognize the needs of the Head of the Upper School

•Proficiency with Microsoft Office (Word, Excel, PowerPoint) and familiarity with database functionality and portal management

•Expertise in Google calendaring; Google documents; spreadsheets; forms

•Ability to cheerfully and professionally work with a wide range of individuals

•Minimum of an A.A. with at least four years of prior, relevant experience

Prior school experience is a plus!

Compensation:

• Comprehensive Health and Wellness plans including: Medical, Dental, Vision, LTD, EAP and Life.
• Free lunch everyday at school is in session.
• 403(b) Retirement plan with an outstanding employer match.
• Castilleja uses a competitive salary scale which takes into account the range of experience, education and skill level. The yearly salary for this position ranges from $75,000 to $95,000.

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