What are the responsibilities and job description for the Staff Position - Administrative and Events Assistant to the Heads Office position at POTOMAC SCHOOL?
Job Details
Description
The administrative and events assistant is a full-time position reporting directly to the Associate Head of School. This role supports the Associate Head of School, Assistant Head for Academics, and Director of Community Engagement in coordinating matters with all divisions and departments and the planning and execution of various school events. The individual in this role will work collaboratively with community members to ensure the timing and logistics necessary for successful events that support the school community. A proactive problem solver, the ideal candidate will have strong communication skills, a passion for education, and the ability to handle multiple tasks while ensuring events are well-organized and executed efficiently.
Key Responsibilities:
- Provide administrative support to members of the Head’s Office: Associate Head of School, Assistant Head of School for Academics, and Director of Community Engagement.
- Prepare presentations and materials for meetings as requested.
- Reconcile monthly expense reports for Associate Head, Assistant Head for Academics and Director of Community Engagement.
- Working in collaboration with the Executive Assistant to the Head of School, coordinate the logistics and execution of a variety of school events, including but not limited to: faculty and staff meetings, school assemblies, and community-wide events.
- Coordinate the calendar for all designated events, including dates, times, locations, and set-ups.
- Attend weekly calendar operations meetings.
- Ensure event setups are timely, complete, and accurate.
- Create and maintain event budgets, track expenses, and ensure that events are planned within financial constraints.
- Collaborate with colleagues to design and implement event themes and foster creativity and school spirit.
- Evaluate events after their conclusion, gathering feedback from attendees and school staff to improve future events.
- Maintain files related to programming, projects, and events.
- Establish and maintain a positive working relationship with facilities, maintenance, and food service colleagues.
- Perform other duties as assigned.
Qualifications:
- Bachelor’s degree and a minimum of two years of related experience.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent communication skills, both written and verbal, with the ability to interact with students, staff, and parents.
- Effective working with students, faculty, and parents.
- Ability to work under pressure, meet deadlines, and handle unexpected challenges.
- Proficiency with Google Suite and other administrative tools. Working knowledge of Veracross and FMX platforms are a plus.
- Flexibility to work occasional evenings and weekends.
In striving to fulfill its mission, The Potomac School seeks many different voices, viewpoints, and backgrounds. We recognize that differences are a source of strength, and we know that everyone is enriched when each person's contributions and perspectives are valued.
