Description

The Upper School Administrative Assistant’s primary responsibilities include:

Administrative Support

• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of the Head of Upper School.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Answering phone calls politely and professionally.
• Managing the Head of Upper School’s calendar, including making appointments and prioritizing the most sensitive matters.

Record Keeping

• Maintaining student attendance records. Oversee sign-in system and record attendance in Upper School database.
• Updating student records in Upper School database with advisor and locker assignments
• Receiving, filing, and disseminating required forms and lists to appropriate school personnel: Pre-Arranged Absence Form, Motor Vehicle Administration Form, Car Sticker Request Form, Reimbursement Form, Responsible Use Form, Driving Registration Form, Work Permit Form

Office/Facility Management

• Providing Upper School office administrative support: telephone coverage, mail handling, ordering of supplies, event requests, and necessary communications internally and externally
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Assist with building security system: manage building door lock/unlock according to security protocols. Manage faculty and student ID card Requests
• Assisting Upper School personnel with maintenance issues, which include copiers, classroom and restroom repairs, and other requests that may arise
• Managing Upper School credit card/expense reports
• Coordinating and communicating coverage for faculty who are absent

Communication

• Communicating through Final Site software for Upper School office, such as Welcome Back Letter, Orientation programs, Course Registration, Senior Letter, and Trimester Grades
• Producing Upper School Newsletter

Calendaring/Scheduling

• Managing scheduling of appointments for Upper School Head
• Scheduling of appointments for Upper School Administration team
• Planning/hosting parent-focused events: Parent/Teacher and Parent/Advisor conferences, Upper School Preview, Mothers’/Fathers’ Visiting Days, Grandparents/Special Friends Visiting Day
• Coordinating Upper School exams, course registration process, Class Day, and closing of school efforts
• Maintaining student and faculty schedules

Other Duties

• Faculty appreciation events: Coordinate faculty appreciation events with Upper School Head and faculty appreciation week (in May) with Landon Administrative Assistants
• Manage Upper School snack: order and distribute snacks to students daily
• Other duties as assigned

Requirements

• High School diploma or equivalent required, some college preferred
• At least 2 years of experience in an administrative role or office environment 
• Excellent verbal and written communication skills.
• Excellent interpersonal skills and customer service mindset.
• Proficient in Microsoft Office Suite.
• Excellent organizational skills and attention to detail.
• Ability to exhibit good judgement and the ability to maintain privacy and confidentiality. 
• Ability to work independently.