Assistant to Upper School Division Head

The Harker School•San Jose, CA

4d•Onsite

About The Position

The Harker School seeks an experienced, highly organized, personable Administrative Assistant to provide high-level administrative and operational support to the Head of Upper School. This full-time, 12-month role is an important liaison between the Upper School office and the Harker community, supporting executive scheduling, communications, event and project coordination, financial administration, calendar management, and daily office operations. The position is scheduled Monday through Friday, 7:30 a.m. to 4:30 p.m., with a one-hour unpaid lunch break. As a central point of contact for students, parents, faculty, staff, administrators, and visitors, the Administrative Assistant helps foster an organized, welcoming, and efficient office. The successful candidate will build positive professional relationships, anticipate needs, exercise sound judgment, and manage multiple priorities with initiative, attention to detail, flexibility, and composure. The role requires a genuine interest in supporting students, educators, and the broader school community, as well as a commitment to The Harker School’s mission and its values of equity, diversity, inclusion, honor, and integrity. The position is primarily office-based, with frequent computer use and regular interaction with the school community. The office is open and active, and the role involves interruptions and changing priorities. Occasional evening and weekend work may be required for school events and activities. Overtime will be compensated in accordance with applicable wage and hour laws. Compensation follows the school’s established pay scale and is based on relevant education and experience; the posted range reflects the full scale, and most new hires can expect to fall in its lower to middle portion.

Requirements

Bachelor’s degree or an equivalent combination of education and relevant professional experience.
3–5 years of progressively responsible administrative experience.
Experience coordinating projects, events, programs, or administrative operations.
Exceptional organizational skills, attention to detail, and ability to manage competing priorities and deadlines.
Strong project management, planning, and problem-solving abilities.
Excellent written, verbal, and interpersonal communication skills.
Professionalism, discretion, and sound judgment when handling sensitive or confidential information.
Ability to anticipate needs, take initiative, and work independently while contributing effectively to a collaborative team.
Ability to prioritize and manage multiple responsibilities in a dynamic, fast-paced environment.
Flexibility, adaptability, and composure when responding to changing priorities and unexpected situations.
Ability to establish and maintain positive, professional, and friendly relationships with students, parents, faculty, staff, and administrators.
Ability to balance independent problem-solving with accurate, detail-oriented work.
Proficiency in Microsoft 365, Google Workspace, and other productivity and collaboration tools.
Ability to quickly learn and effectively use school-specific systems and technology platforms.
Genuine interest in working with and supporting students, educators, and the broader school community.
Demonstrated commitment to supporting The Harker School’s mission of equity, diversity, and inclusion.

Nice To Haves

Prior experience supporting a senior-level leader.
Previous experience working in a school or educational environment.

Responsibilities

Provide comprehensive administrative support to the Head of Upper School, including calendar management, scheduling, meeting coordination, and correspondence.
Organize priorities, track deadlines, coordinate follow-up items, and manage recurring administrative responsibilities.
Prepare presentations, meeting materials, reports, correspondence, and other documents.
Respond to requests and correspondence in a timely and professional manner.
Handle confidential or sensitive information with discretion and sound judgment.
Anticipate needs, troubleshoot challenges, and independently resolve routine administrative and logistical matters.
Serve as a primary point of contact and liaison for students, parents, faculty, staff, administrators, and visitors.
Support daily office operations and maintain efficient administrative processes.
Draft, prepare, and distribute communications to students, parents, faculty, and staff.
Maintain accurate and current information across Upper School schedules, webpages, shared resources, and internal systems.
Collaborate with departments and administrative teams on school-wide initiatives and operational needs.
Foster a positive, organized, and welcoming environment within the Upper School office.
Plan and coordinate Upper School events, including Back to School Day, conferences, faculty and parent events, senior activities, awards ceremonies, Baccalaureate, and graduation.
Oversee event logistics, schedules, timelines, materials, communications, and coordination with participating departments.
Develop and maintain project plans, timelines, and organizational systems for events and initiatives.
Track project progress, deadlines, and responsibilities to ensure tasks are completed accurately and on time.
Support additional Upper School programs, events, and special projects as assigned.
Manage and maintain the Upper School calendar, bell schedules, special schedules, and long-range event planning.
Communicate calendar and scheduling information to the school community.
Participate in school-wide calendaring and collaborate across divisions and departments to identify and resolve scheduling conflicts.
Maintain long-range planning information for recurring Upper School events and programs.
Manage routine financial processes, including credit card reconciliation, invoices, purchase orders, and reimbursements.
Maintain and monitor the Upper School office budget and related documentation.
Support financial administration for Upper School programs, events, and activities.
Ensure financial records and transactions are accurate, organized, and processed according to school procedures.
Collaborate with other departments to support school-wide programs and initiatives.
Participate in meetings, planning activities, and special projects related to Upper School operations.
Provide additional administrative and operational support as needed and perform other duties assigned by the Head of Upper School.