What are the responsibilities and job description for the Administrative Assistant to the Head of School position at Far Hills Country Day School?
Department: Administration
Reports To: Head of School
Classification: Non-exempt
General Purpose and Function:
The Administrative Assistant to the Head of School (Assistant/HOS) specifically provides general administrative, coordination, and technological support for the Head of School (HOS) and other administrators as designated by the HOS. The Assistant/HOS understands the school environment and context, maintains a professional demeanor, and works closely with the Head of School in support of the employees so that students may achieve success in the modern world through academic excellence and character development.
Core duties and responsibilities include the following:
Support
- Provide strategic and operational support to the HOS and other members of the leadership team
- Manage the HOS office
- Conduct calendaring and scheduling
- Coordinate meetings
- Make travel arrangements
- Help manage the HOS budget and procurements
- Work in tandem with all other areas of the school in matters related to the HOS, Board of Trustees, and the school in general
Board Responsibilities
- Support the Board Chair, Secretary, and other Trustees as required, including preparing the board manual, board reports, board mailings, meeting agendas, calendaring, and archiving
- Attend board meetings and support the Secretary in taking and distributing minutes
- Maintain the secure Trustee portal on the website with relevant and timely information
Area Responsibilities
- Prepare accurate reports using Google Suite and Microsoft Office products as well as other assigned software
- Serve as a proofreader for all authored materials created by the HOS and Strategic Marketing and Communications department
- Support the Front Office Receptionist when necessary, working documents for HOS
Ambassador
- Serve as a face of the school with an appropriate demeanor to provide insight into the school's mission, values, and culture
- Maintain a professional demeanor and appearance commensurate with the school environment
- Provide a warm, welcoming, and professional touch-point
- Present calmly, competently, and appropriately when dealing with all constituencies, particularly during difficult and/or emergent situations
- Read a situation, respond appropriately with warmth and professionalism, anticipate needs, and proactively solve problems
- Maintain strict confidentiality
- Serve the HOS by scheduling, planning, coordinating, and executing special events
Other Duties as assigned by the HOS
Lines of Authority:
The Assistant/HOS is a part-time, non-exempt employee. The Assistant/HOS reports to the HOS. Flexible hours, 5 days a week, in person.
Requirements include:
- A profound belief in and desire to live the Far Hills Country Day School mission
- Strong written and oral communication skills
- A high level of technological proficiency in Google Apps (email, calendaring, and documents), Word, Excel, PowerPoint, and other database software
- Superb organization and time management skills, a definite multi-tasker
- Effective and efficient work ethic
- Initiative, forethought, patience, tact, flexibility, and adaptability
- This position requires the ability to climb stairs, walk, and sit at a desk while working on a computer for extended periods of time
- Infrequently, you will be asked to work outside of your normal hours
- Three to five years of relevant experience
- Bachelor’s degree preferred