Administrative Assistant to the Head of School

POSITION TITLE: Administrative Assistant to the Head of School

REPORTS TO: Head of School

STATUS: Full time, exempt

POSITION SUMMARY

This highly visible position provides advanced administrative, organizational, communication, and project support while helping ensure the effective and efficient operation of the Head of School office.

The successful candidate is personable, professional, organized, dependable, and service-oriented, with exceptional judgment, discretion, confidentiality, and attention to detail. This individual must be self-motivated and able to manage competing priorities, frequent interruptions, sensitive information, and time-sensitive responsibilities with calm, grace, and professionalism while supporting Allen Academy’s mission, core values, and commitment to excellence.

ESSENTIAL RESPONSIBILITIES

• Serves as a trusted extension of the Head of School and primary point of contact; manages the calendar, communications, priorities, and daily preparation; triages requests; drafts and proofreads communications; anticipates needs and protects the Head of School’s time.
• Provides administrative, clerical, and editorial support for the Head of School, Board of Trustees, and other leadership activities; attends leadership meetings, prepares notes/minutes, and tracks follow-up.
• Coordinates Board of Trustees meetings, agendas, documentation, logistics, and communications while handling confidential matters with discretion and integrity.
• Maintains accurate records, files, databases, calendars, and administrative systems; supports accreditation, compliance, and reporting needs.
• Researches, assembles, verifies, and prepares information, data, reports, presentations, and other materials for the Head of School and school leadership.
• Serves as a welcoming and professional representative of the Head of School and Allen Academy; greets visitors, answers inquiries, and maintains an organized, welcoming office/lobby environment.
• Plans and coordinates meetings, events, travel, and special projects, including agendas, materials, invitations, logistics, hospitality, and follow-up.
• Works collaboratively with faculty, staff, students, families, trustees, alumni, donors, prospective families, and community members to support the school’s well-being and effectiveness.
• Performs other duties and special projects as assigned.

ESSENTIAL ATTRIBUTES AND COMPETENCIES

• Strong written, oral, and interpersonal skills.
• Highly organized, personable, professional, and warm.
• Excellent judgment, discretion, integrity, and confidentiality.
• Exceptional attention to detail, accuracy, and follow-through.
• Ability to anticipate needs, to take initiative, and to serve others.
• Ability to manage multiple priorities and deadlines simultaneously.
• Proficiency with Microsoft Office, Outlook, and Google Workspace, etc.
• Commitment to representing and advancing Allen Academy’s mission, core values, and commitment to Excellence.
  
  

 MINIMUM QUALIFICATIONS

• High school diploma required; bachelor’s degree preferred.
• Three to five years of administrative or office experience preferred; experience supporting a senior leader or school administrator is a plus.
• Equivalent combination of education, experience, expertise may be considered.
• Demonstrated ability to produce professional written materials.
  
  

PHYSICAL AND WORK ENVIRONMENT

The position is primarily office-based and requires extended periods of computer use, frequent communication and document handling, and the ability to move throughout campus as needed for meetings and events. The school environment includes frequent interruptions, changing priorities, and periods of increased activity and noise.

OTHER DUTIES

This job description reflects the general nature and responsibilities of the position and is not intended to be exhaustive. The Administrative Assistant to the Head of School may be asked to perform other duties related to the Head of School and Allen Academy.

Please send your resume to our business office, at businessoffice@allenacademy.org