Administrative Assistant to Head of School

Career Pathways Consulting•Chicago, IL

1d•$65,000 - $75,000•Onsite

About The Position

The Administrative Assistant to the Head of School provides a full range of administrative, operational, and strategic support to maintain an effective, well-organized office and to support the well-being of the school and the broader community. The ideal candidate will be the first line of communication between the Head of School and the wider community-faculty, staff, students, families, and community members. The Administrative Assistant will manage the daily, frontline operations of the Head of School’s Office and is expected to perform a range of administrative tasks with great attention to detail, organization, professionalism, and confidentiality.

Requirements

High school diploma required.
3+ years of prior experience in education or as an administrative assistant to a high-level school administrator or corporate executive
Ability to maintain high levels of confidentiality
Demonstrated ability to work independently with great attention to detail and the ability to execute multiple tasks with changing priorities
Solutions-oriented with the ability to quickly identify problems and propose solutions
Ability to proofread and type accurately
Outstanding interpersonal skills
Exceptionally capable in both written and oral communication
Excellent organizational skills while still exhibiting a high degree of flexibility
Proven success at working collaboratively and efficiently on a creative and goal-oriented team
Warm and personable with a good sense of humor and considerable patience
High - energy and enthusiastic about working in an academic atmosphere
Technologically savvy with a good working knowledge of Microsoft Office, Google Suite, and other related systems, with the desire to learn more and teach others

Nice To Haves

An Associate’s or Bachelor’s degree is highly preferred

Responsibilities

Serve as a liaison for the Board of Directors by creating the board calendar, scheduling board and committee meetings, handling and preparing sensitive materials for the board and its meetings and securing meeting spaces and food for board retreats.
Serves as a representative of the Head of School in a professional, hospitable, and responsive manner.
Maintains the Head of School’s and Associate Head of School’s calendars to include scheduling and maintaining their appointments and meetings.
Manages the Head’s communication (phones, email, and mail), applying necessary judgment to determine priorities and importance.
Coordinates the Head of School’s travel and arrangements away from the office.
Draft email correspondence and respond to emails on behalf of the Head of School.
Process event-planning forms and coordinate the calendar to ensure no major events conflict.
Ensures that the Head of School is well-informed, maintaining necessary confidentiality, professionalism, and sensitivity.
Order office supplies, books, materials, etc.
Provide clerical support – mailing, posting, copying, and filing – for the Head of School and Associate Head of School.
Coordinate all-school employee events, including ordering flowers and gifts for the board of directors, employees, and other constituents as needed.
Create, organize, and maintain manual and electronic file systems of highly confidential data.
Acquire professional training in the educational field by attending educational conferences, training workshops, and other related activities.
Take comprehensive meeting minutes and use appropriate tools to schedule and coordinate meetings.
Ensure the office space is well organized and monitor office equipment usage and maintenance.
Process and submit credit card transactions and reimbursements.
Organize travel arrangements and professional development registration for the Head of School, senior administrators, faculty, and staff. Track professional development
Manage and oversee a 5-year review by the Illinois School Board of Education (ISBE) and support the Head of School and Associate Head in 5-year and 7-year plans.
accreditation cycles by the Independent Association for the Central States (ISACS).
Collaborate frequently with staff across departments to establish or improve operations and support interdepartmental and NNM-wide projects, initiatives, and services.
Track grant funding opportunities and coordinate with the Chicago Public School Liaison. Learn and adhere to state and local laws relevant to the school, as well as NNM policies and procedures.
Perform other duties and responsibilities as required, assigned, or requested by the Head of School.