Job description:
The Administrative Assistant to the Head of School; Student Leadership Coordinator provides comprehensive administrative, organizational, and leadership coordination support to the Head of School, ensuring the efficient operation of the Head of School's Office and the effective implementation of the Academy's academic and school-life priorities. This position serves as a central point of communication and coordination among student leadership, promoting organizational efficiency, professional communication, and a premier educational experience for all members of the Oak Mountain Academy community.
This role is responsible for managing the Head of School's daily administrative operations, coordinating student leadership initiatives, maintaining schedules and records, preparing communications and reports, and supporting the planning and implementation of academic programs, student activities, and school-wide events. The individual works closely with the Head of School to ensure that priorities are clearly communicated, responsibilities are coordinated, and important initiatives progress in a timely and organized manner. This individual serves as a key collaborator with the Academy's administrative team ensuring alignment between the Head of School's priorities and the daily operations of the Academy. The position requires exceptional professionalism, discretion, organization, initiative, and a commitment to providing outstanding service to stakeholders.
PRINCIPAL RESPONSIBILITIES:
Executive Administrative Support
* Provide comprehensive administrative and organizational support to the Head of School, ensuring the effective management of daily office operations and student leadership responsibilities.
* Manage the Head of School's calendar, appointments, meetings, deadlines, and professional commitments, coordinating schedules with internal and external stakeholders.
* Prepare, organize, and distribute correspondence, presentations, reports, meeting materials, and other documents on behalf of the Head of School.
* Screen and prioritize incoming inquiries, and requests, ensuring appropriate follow-up and timely responses.
* Maintain an organized and professional office environment that reflects the Academy's commitment to excellence, hospitality, and responsive service.
* Anticipate administrative needs, identify potential scheduling or operational conflicts, and recommend solutions that support the Head of School's effectiveness.
Student Leadership Coordination and Administrative Collaboration
* Coordinate meetings, communications, and administrative activities involving the Head of School.
* Prepare meeting agendas, supporting materials, minutes, action-item summaries, and follow-up communications as directed by the Head of School.
* Monitor assigned student leadership initiatives, deadlines, and action items to support accountability and timely completion of responsibilities.
* Facilitate the exchange of information between academic and administrative departments, ensuring that priorities are communicated accurately and consistently.
* Support the planning and coordination of administrative retreats, professional development activities, faculty meetings, and strategic planning sessions.
* Assist the Head of School with coordinating projects that involve multiple departments, ensuring clear responsibilities, timelines, and communication.
Academic Staff Coordination
* Support the Head of School with administrative responsibilities related to faculty and staff communications, scheduling, meetings, and professional activities.
* Coordinate faculty and staff meeting schedules, distribute relevant materials, and assist with the documentation of assigned follow-up responsibilities.
* Assist with administrative components of faculty recruitment, interview scheduling, onboarding, and professional development activities.
* Maintain confidential personnel-related documentation and administrative records as authorized by the Head of School and consistent with Academy policies.
* Assist in communicating operational procedures, deadlines, and leadership expectations to faculty and staff.
* Promote a supportive, professional, and collaborative working environment that strengthens faculty and staff.
Student and Family Support
* Serve as a welcoming and professional point of contact for students, parents, and guardians.
* Coordinate parent and student meetings with the Head of School, ensuring timely scheduling and follow-up.
* Assist in preparing and distributing communications related to academic programs, school policies, student experiences, and important Academy initiatives.
* Maintain accurate and confidential records of parent communications, meetings, and follow-up actions.
* Collaborate with the Family Engagement Department to support communication and a positive family experience.
* Promote a culture of hospitality, respect, professionalism, and service that reflects the Academy's commitment to providing a premier educational experience.
Other
* Perform other duties as assigned by the Head of School.
JOB REQUIREMENTS:
EDUCATION:
* Minimum of a Bachelor's degree preferably in organizational leadership, communications, or a related field.
* Additional training in office administration, executive assistance, or educational administration is preferred.
EXPERIENCE:
* Must have a minimum of three years of experience in an administrative, executive support, or related setting.
* Experience working in an independent school, nonprofit organization, or similar environment is preferred.
* Must possess knowledge of basic office policies, administrative practices, and professional communication.
* Must have experience coordinating schedules, meetings, projects, and administrative responsibilities.
* Must demonstrate experience working with confidential information and exercising professional discretion.
* Must have a willingness to develop a strong understanding of school mission, culture, and history.
* Must have a willingness to learn the nature and expectations of an independent school environment.
SKILLS:
* Must have a strong commitment to enthusiastically embrace the challenges of a non-profit institution
* Must have strong managerial, customer service, and communication skills
* Must be organized, detail-oriented, and goal-driven with strong problem-solving skills
* Must have excellent written and oral communication skills
* Must demonstrate the ability to lead, grow, manage and motivate teams and individuals
* Must be able to work independently with minimal supervision as well as cooperatively as part of a team
* Must be able to produce written reports on a timely and consistent basis
EQUIPMENT TO BE USED:
* Computer/internet/network, including Microsoft Office applications, school information systems, digital scheduling platforms, and administrative software.
* Printer, scanner, copier, fax machine, calculator, and telephone.
* Digital camera, video camera, and presentation equipment as needed.
* Other standard office and educational technology equipment necessary to perform assigned responsibilities.
TYPICAL PHYSICAL DEMANDS:
* Must be able to work for extended periods of time and remain focused.
* Must be able to take meal breaks at varying times based on school activities and operational needs.
* Must be able to perform extensive computer work, typing, and data entry from time to time.
* Must be able to move throughout campus to attend meetings and support school operations.
* Must be able to bend, stoop, reach, and lift materials associated with administrative/event coordination.
* Must be able to lift up to 35 lbs, with reasonable accommodation as applicable.
TYPICAL MENTAL DEMANDS:
* Must be able to work effectively with figures, schedules, and administrative information.
* Must be able to conceptualize, organize, implement, and coordinate multiple tasks simultaneously.
* Must be able to analyze information, prepare reports, and manage responsibilities without losing focus.
* Must demonstrate sound judgment, discretion, and respond appropriately to sensitive or confidential matters.
* Must be able to communicate effectively and remain composed in challenging or high-pressure situations.
* Must demonstrate flexibility, adaptability, and effective problem-solving in a dynamic school environment.
WORKING CONDITIONS:
* Must be available to work occasional evenings and some weekends as required by institutional responsibilities.
* Must be able to work in a fast-paced school environment with frequent interaction among students, families, faculty, staff, and administrators.
* Must be willing to adjust schedules to meet the operational needs of the Academy.
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
