Administrative Assistant

This position is a direct report to the Executive Assistant to the Head of School (HOS) and may occasionally be responsible for directly supporting the HOS.

Position Summary:

The primary responsibility of this position is to provide a friendly and welcoming central contact point for the entire Sidwell Friends School campus, and confidential administrative support and assistance to the Head of School’s Office. The position requires excellent interpersonal and communication skills, sound judgment, strong organization skills, attention to detail, the capacity to deal sensitively with confidential material, effective time management, the ability to manage competing priorities in a fast-paced work environment, and utmost discretion and confidentiality at all times.

Essential Duties & Responsibilities

• Greets visitors and guests in a friendly, welcoming manner.

• Support the Executive Assistant to the Head of School (HOS) with various administrative tasks.

• Fields and transfers telephone calls on behalf of the School. Responds to phone, email, and in-person inquiries; directs calls to the appropriate persons, and guides visitors to Campus Services and/or other campus locations.

• Manages incoming correspondence via mail and email. Prioritize, prepare, and distribute correspondence, compose and proofread emails, memos, reports, and other documents, ensuring accuracy and professionalism.

• Completes all independent assignments from HOS office in a timely manner. Helps HOS office with aspects of larger projects including Board of Trustees meetings, retreats and reception, All-School holiday party and End-of-Year party and any HOS residence events.

• Arranges on-site event support: reserves event spaces and caterers, requests technology requirements, obtains meeting supplies, and works with the facilities team to set up event space.

• Books catering orders (using in-house or external caterers) for various weekly, monthly, annual, and special one-time events.

• Maintains outgoing mail procedures, including posting mail, postage fund management and allocation.

• Skillfully manages the flow of employees, students, parents, and visitors.

• Maintains security integrity by following procedures and issuing visitor badges.

• Oversees Zartman House (maintenance, supplies, appearance, etc).

• Orders supplies as needed, specialty items as requested and/or needed.

• Processes invoices and credit card reconciliation for HOS office.

• Utilizes and proficient in a variety of school related and office-related software applications, including MS Office Suite, Veracross, Adobe Acrobat, BILL (Divvy), Verkada, ZOOM, IT Help Desk, FMX, Excel, Outlook, Google, Google Docs

Required Skills, Experience and Education:

• Excellent interpersonal, and written and oral communication skills.

• Candidates must have a BA/BS plus 2 years of relevant experience or High School Diploma plus 5 years of relevant experience.

• Two to five years’ experience in an administrative support role (preferred).

• Organized, task oriented, efficient, and relatable to others with good judgment and initiative.

• Ability to handle sensitive information with integrity and in confidence.

• Ability to independently seek and share information as appropriate based on questions received.

• Ability to multi-task and manage work in an open environment.

• Ability to work with adults and students.

Compensation

• Hourly Rate $25.00-$35.00 per hour. Hourly rate commensurate with experience and qualifications.

To Apply

To be considered, qualified candidates must upload a cover letter, resume, and three references through our online application system (ClearCo). To learn more about our school, please visit https://www.sidwell.edu.

Diversity Statement

Sidwell Friends School affirms the centrality of diversity and inclusion in all aspects of academic and campus life. Honoring a multiplicity of voices, we celebrate shared joys and address tensions productively. Together, we are guided by Quaker testimonies and seek to answer the question, “How do we nurture a sense of belonging in our community and demonstrate our commitment to a just world

Salary : $25 - $35