Administrative Assistant to the Head of School Office

The Chapin School, an independent K-12 day school for girls located in New York City, seeks an Administrative Assistant to the Head of School office.

Chapin Mission Statement: The Chapin School is dedicated to empowering a diverse, ambitious and resolute community of young women to thrive and lead in their world. Guided by our motto, Fortiter et Recte, Chapin considers bravery, compassion, service and respect for self and others to be fundamental values. We believe that equity, inclusion and collaboration are critical to personal growth. By advancing and deepening each student’s agency, confidence and resilience within an affirming and joyful learning environment, Chapin strives to ensure that each student is emboldened to pursue distinction as a leader and contributing citizen.

Chapin’s Commitment to Diversity, Equity, Inclusion, and Belonging (DEIB):  All Chapin students and professional community members are valued and appreciated for their unique identities, including their diverse backgrounds, perspectives, talents, and interests. We expect Chapin faculty to employ culturally informed, equity-focused teaching practices in order to reach all students and ensure they are known and understood. Each individual belongs to and is an integral part of our affirming and joyful learning community. To support this commitment, Chapin actively seeks diversity in its faculty, staff, and student body. All candidates are encouraged to be familiar with Chapin’s DEIB commitment found on the School’s website.

Job Overview 

The Assistant to the Head of School’s office will be responsible for providing dynamic support to the Associate Head of School and Chief of Staff on a wide range of annual, ongoing, and ad hoc projects. The Assistant will have the ability to prioritize multiple projects; have strong organizational and time management skills; warm, engaging oral and written communications skills; and experience working in a supportive role. With excellent interpersonal skills, and a positive “can-do” upbeat attitude, this individual will interact daily with students, colleagues, and parents. A high degree of professionalism and commitment to maintaining confidentiality is essential in this role. 

Primary Responsibilities:

• Coordinating calendars and schedules: ensuring the smoothest possible flow of schedules, including populating and updating calendars with school events and regular meetings with colleagues, facilitating seamless transitions between meetings, and directing follow-up action steps when applicable.

• Supporting the execution of events: closing and opening professional community meetings and luncheons, student assemblies, administrative team meetings, and special gatherings, among others.

• Ensuring a well-organized and hospitable office: maintaining electronic and paper filing systems and manual updates to ensure instant access to the latest information on any given subject related to each team’s work; stocking supplies; and serving as a supportive presence willing to help all visitors, students, colleagues, and parents who call or come into the office for any reason. Confidentiality and discretion are paramount.

• Supporting the Associate Head of School and Chief of Staff in proofreading, editing and sending communications to a range of constituents and school partners.

• Expense Management for the Head of School’s Office: collecting, reconciling, and submitting receipts to the Business Office at the beginning of each month.

Qualifications:

• A minimum of 5 years experience in a comparable fast paced, multi-faceted office environment.

• College degree preferred.

• Proficiency with Microsoft Office and Google Suite.

• Experience and comfort interacting, in verbal and written form, with internal and external stakeholders to effectively represent the Head of School office.

• Previous calendar coordination experience.

The salary range for this position is $68,000-$75,000 commensurate with experience.

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Last updated on Sep 21, 2024