We are looking for a warm, friendly, polished Assistant to Head of School to be the front of house presence that welcomes parents and children into the school each morning and supports the school's Director and teachers with supreme organization and attention to detail.

Because you are the face of our organization, your verbal and written skills must be impeccable. Perfect grammar is a must, and you should have a polished approach to greeting and introducing yourself to people. That polish must come with warmth and sincerity, a smile and a human quality.

You should be a person who enjoys getting to know families and children, and providing a warm, caring, and memorable experience for them. Your job will involve secretarial, administrative and miscellaneous responsibilities, including but not limited to answering phone calls and creating daily reports and spreadsheets.

Must be able to work Monday – Friday and occasionally evening and weekend events.  Must be able to be on call to locate substitutes.

RESPONSIBILITIES

• Welcome visitors to the school and support them. 

• Get to know the children, parents, teachers, staff and caregivers that are at the school every day.
• Serve as a resource for teachers and teaching staff when they need 
additional information or follow-up related to families
• Serve as a facilitator in helping members of the school community 
(parents, Director, teachers) connect.
• Support teachers, parents, and children in their understanding of the school's policies and procedures; providing reminders when necessary
• Answer phone calls in a pleasant and respectful way, providing the 
necessary information and redirecting calls or taking messages as 
needed. 

• Monitor the front door, security cameras to ensure safe environment.  Ensure children's safety at all times and actively help with all drills and real emergencies.  Also responsible for relaying information on the ER notification system to parents and school community.
• On call to locate substitutes for absent teachers and track/record their absences and tardiness
• Manage all children's attendance records, notify all parties when a child is absent, and document absences. 

• Makes facilities request when needed
• Maintain inventory of office and paper supplies and order for office and classroom where necessary.
• Order curriculum supplies when needed and approved by HOS.
• Ensure snack is provided for children each day.  
• Send reminders, weekly announcements, and any other communications deemed necessary by HOS or GI.
• Perform general clerical functions (e.g. scheduling, copying, laminating, faxing, 
data entry, filing, etc.) 

• Data entry and management of parents' and teachers' information, along with creating necessary lists for teachers and HOS (emergency contacts, allergies, DOH related, etc.)
• Support families in the “Ex-missions” process. Track schools, teacher recommendations, schedule observations and phone calls.
• Keep record and carry out clerical work connected with the school's compliance with health and safety regulations (DOH)
• Maintain school's meeting calendar and support meeting coordination.
• Manage the lobby (postings, displays, tidiness, coffee/tea supplies etc.). 

• Create school yearbook.
• Event planning and execution of social events (scheduling, organizing, purchasing, setting-up, cleaning-up, etc.) for school events such as parent education, HOS chats, admissions tours and events, parent social events, end of year events, and all other events throughout the school year.
• Support admissions of the school by providing interested families with information, forwarding them to the admissions team, taking down interested families' information, scheduling tours/interviews if need be, etc.
•  Duties that require some lifting:  Carry lunch and laundry to the kitchen area; prepare the bean or school space for events/tours which often times requires moving furniture; placing water bottle on cooler; unpack any boxes and work with HOS to assign to correct class/teacher; support teachers with the school's composting initiative
• Perform other duties and responsibilities as assigned by supervisor

• Support the HOS with tracking absences, orders and working closely with school accounts manager to ensure proper compliance or categorizing.
• Work with all offices of the organization to ensure smooth daily operations of the school (facilities, admissions, DOH compliance, budgeting, Human Resources, etc).

REQUIREMENTS

• 2+ years of experience as an Assistant to Head of School/ School Administrative Assistant or similar position.
• Exceptional oral and written communication skills. 

• Grace, warmth and professionalism in interpersonal interactions.
• Systems: Have exposure to Mac computers, iPad, and iPhone and fluency in MS Office applications (Word, Excel, PowerPoint). 

• Knowledge of Senior Systems or equivalent program a plus!
• Must be or work towards DOH compliance
• Exceptional organizational skills.
• Ability to work collaboratively with others.
• Trustworthiness and dependability.
• Must enthusiastically embraces the lifestyle of working in a dynamic and growing independent school.  Must contribute willingly and with a positive attitude. Is a model for flexible and growth mindset, can-do attitude.