Administrative Assistant to Y5-3 and 4-8 Directors

Position Summary

The Administrative Assistant to the Y5-3 Director and the 4-8 Director provides professional administrative, organizational, communication, and logistical support for both divisions. This high-trust role requires discretion, initiative, accuracy, warmth, and the ability to manage multiple priorities in a busy independent school environment.

The assistant supports the division directors by helping manage calendars, communication, meetings, records, events, and special projects. By taking responsibility for key administrative functions, this role allows the directors to focus more fully on program leadership, faculty support, students, families, and long-term divisional priorities.

• Provide direct administrative support to the Y5-3 Director and the 4-8 Director, including calendar management, meeting scheduling, room reservations, agendas, materials, and follow-up items.
• Draft, proofread, format, and send routine communications, including newsletters, reminders, event notices, forms, and family-facing materials.
• Serve as a warm and professional point of contact for families, students, faculty, staff, and visitors; respond to routine questions or direct people to the appropriate person.
• Support faculty with routine administrative needs, including forms, materials, room reservations, event logistics, and divisional processes.
• Assist with planning and logistics for divisional events, including parent coffees, information nights, grade-level events, field trips, assemblies, orientation programs, transition events, and moving-up ceremonies.
• Create and maintain planning documents, checklists, timelines, sign-ups, communication templates, spreadsheets, calendars, shared files, and divisional records.
• Support special projects related to program development, student life, admissions, placement, accreditation, assessment, curriculum work, and divisional planning.
• Help refine systems that improve efficiency, clarity, organization, and consistency across both divisions.
• Maintain confidentiality regarding students, families, faculty, personnel matters, and school operations.
• Perform other administrative duties as assigned by the Y5-3 Director and 4-8 Director.

This position reports jointly to the Y5-3 Director and the 4-8 Director. The assistant will support each division approximately fifty percent of the time, with specific days, hours, and seasonal adjustments determined by the school based on divisional needs, school events, and annual calendars. This is a 12-month position.

Because this role supports two divisions, the Y5-3 Director and 4-8 Director will coordinate priorities, schedules, and expectations to ensure the assistant has clear direction and both divisions receive high-quality support.

The ideal candidate will demonstrate:

• Prior administrative, office, school, nonprofit, or executive support experience.
• Excellent written and verbal communication skills, including proofreading and polished family-facing communication.
• Strong organization, attention to detail, follow-through, and ability to manage multiple priorities.
• High level of professionalism, discretion, confidentiality, warmth, and sound judgment.
• Proficiency with common office and productivity tools, including Google Workspace, calendars, spreadsheets, shared drives, and communication platforms.
• Ability to work independently, take initiative, anticipate needs, and support two directors with clear communication and balanced priorities.
• Comfort supporting meetings, events, projects, records, documents, and digital systems.
• Commitment to supporting the mission and values of an independent school.

Bachelor’s degree preferred; equivalent experience will be considered. Preferred qualifications include experience in an independent school, elementary school, middle school, or other educational setting; experience supporting senior administrators or division leaders; familiarity with student information systems, school calendars, parent communication tools, and event planning; and an ability to improve systems, reduce administrative burden, and strengthen organizational flow.