Administrative Executive Assistant to Division Head

Description

The administrative executive assistant position is responsible for the smooth day-to-day functioning of our complex, fast-paced campus life, as well as providing a wide range of administrative support to the administrative body. This highly collaborative position requires an organized, motivated, cheerful, and flexible self-starter with excellent communication skills and a strong customer service orientation to engage with students, faculty, families, and the wider Battle Ground Academy community. Experience and confidence with the joys and challenges of independent school children are essential.

• Enthusiastically support the school’s mission and support a climate of professionalism, trust, and collegiality among administration, faculty, staff, students, and parents.
• Act as liaison between the designated office and all other campus offices and departments.
• Maintain calendar coordination with the school master calendar.
• Schedule and coordinate meetings and appointments to facilitate effective management of the department-specific online calendar.
• Actively encourage an efficient, warm, and upbeat environment with students, parents, and staff during regular school hours.
• Monitor the front door and security cameras and welcome visitors.
• Maintain communication about schedule changes to parents, teachers, students, and Admin team members.
• Prepare newsletters for weekly online distribution to families and mailings to families as appropriate.
• Work with the administrator to monitor the general administrative and special events budgets, including allocation and coding of expenses.
• Order and maintain an inventory of supplies for faculty and staff.
•  Assist with clinic supplies and distribution as needed for upper school students.
• Maintain attendance records and class coverage spreadsheets
• Manage confidential information appropriately.
• Assist with school events and programming

Requirements

• Minimum of 3-5 years of experience as an administrative or executive assistant, or similar position.
• Exceptional interpersonal skills with the ability to work collaboratively with colleagues and constituents in a way that inspires confidence while maintaining professional confidentiality.
• Extensive experience and fluency in all MS Office applications (Word, Excel, PowerPoint) and Google Suite.
• Knowledge and confidence with Blackbaud or similar school management systems are preferred.
• Must enthusiastically embrace the responsibilities of working in a dynamic independent school environment. Ease at managing competing demands and determining top priorities independently.
• Ability to work under pressure and perform tasks with limited direction.
• Great attention to detail and error-free results.
• Proactive and initiative-taking when completing tasks.
• Self-starter who sets high goals; is comfortable dealing with ambiguity and can handle multiple projects at once.

Physical Requirements and Work Environment

• Ability to occasionally lift up to 30 pounds
• Works in a high-paced environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts. Work includes several weeknight and weekend events throughout the year
• Work primarily in a traditional climate-controlled office environment
• May work in varied extreme outside weather conditions during special activities/events, including extreme heat and cold
• May work at a desk and/or computer for extended periods of time