Upper School Administrative Assistant

Charlotte Latin School•Charlotte, NC

About The Position

Charlotte Latin has an immediate need for an Upper School Administrative Assistant. The role provides administrative support to the Head of Upper School, Academic Dean, Dean of Students, and others as appropriate. The position supports daily and long-term division operations, manages the Head’s calendar, assists students, parents, employees, and guests, and helps ensure the Upper School office is covered during the school day. It oversees office communications and calendars, coordinates parent volunteers and events, and supports major ceremonies, commencement, and course registration. Additional duties include data entry, record maintenance, admissions interview coordination, office supply management, and other administrative support as needed. The role requires a bachelor’s degree, proficiency with Google Suite and Microsoft Office, strong communication and organizational skills, and the ability to work independently and collaboratively. The position involves intermittent lifting and other physical activities, exposure to various materials and equipment, and long or irregular hours as needed.

Requirements

Bachelor’s degree required.
Proficiency in Google Suite and Microsoft Office tools.
Excellent written and verbal communication skills.
Ability to work independently and collaborate with others.
Strong organizational skills and attention to detail.
Strong interpersonal skills.
Flexibility.
Adherence to standards of professionalism.
Philosophical alignment with the school’s core values and curriculum and instruction, including a commitment to promoting diversity, equity, and inclusion.

Nice To Haves

Three years of experience in an administrative assistant or office management role preferred.
Experience in an independent school environment preferred.

Responsibilities

Assist the Head of Upper School with tasks supporting daily and long-term operations and projects.
Manage the Head’s daily calendar, schedule appointments, and add pertinent school activities.
Assist students, parents, employees, and guests with questions and requests.
Ensure office, phone, and email coverage during the school day.
Assist with communications during safety drills and emergency situations.
Oversee Upper School Office communications with parents and students, including announcements and bulk emails.
Educate parents on navigating the school website and calendars.
Manage and maintain faculty communications, including daily announcements, online resources, procedural manuals, schedule changes, and email distribution lists.
Work with Deans, the Registrar, and the Master Calendar Coordinator to prepare annual calendars of non-athletic activities for Upper School students and faculty.
Populate and monitor online calendars for teachers, students, and parents.
Work with Deans, the Division Head, and Parents Council leadership to secure volunteers for significant positions.
Coordinate student and parent events with parent volunteers, custodial staff, Deans, faculty, and others.
Oversee and coordinate award nominations, sponsors, presenters, writers and editors, invitations, and award purchasing for the Honors & Awards Ceremony and Commencement.
Work with the Dean of Academics, Department Chairs, and Upper School Head to produce the Course Catalogue.
Coordinate the annual course registration event for parents.
Manage Paycom data entry.
Serve as the Jostens liaison.
Oversee, allocate, and approve usage of the Upper School credit card.
Support Admissions by coordinating prospective student interviews.
Assist in coordinating Summer Remediation.
Manage office supplies and stationery for the Upper School Office team.
Work with the Registrar to maintain student files.
Perform other duties as needed.