Executive Assistant/ Communications and Technology Specialist, Herndon, VA.

Executive Assistant/ Communications and Technology Specialist


Position Overview

An Ambleside® school Executive Assistant reports to the Director of Administration and functions primarily as the school administrative support handling general office, financial, technology, communication and legal tasks as well as other varied relational and organizational responsibilities. The Executive Assistant works closely with the school’s senior leadership personnel to establish and maintain a highly professional office and school environment, providing support as needed. The Executive Assistant serves all constituents of the school (board, senior leadership, parents, teachers and students) and is familiar with all policies related to school business recorded in manuals for the board and Head of School as well as handbooks for teachers and parents/students. The Executive Assistant acts as a primary point of contact for the school, professionally and warmly interacting with all students, parents, teachers, staff, visitors and the community at large, often in a fast-paced, relationally intensive school office environment.

An Ambleside Communications and Technology Specialist is responsible for overseeing all communication to school stakeholders as well as communication to the community at large and effectively leveraging technology to support the school’s infrastructure and promote the school’s public image.

Personal Qualities

Service and others-oriented, teachable, gracious with all persons (children, teachers, parents), joyful, administratively excellent, thorough, punctual, flexible, collegial, articulate, and enthusiastic

Overarching Responsibilities

Administrative responsibilities may include some or all of the following: 

  • Head of School Support:  Providing administrative support for the Head of School in all areas, including recruiting, job postings, recommendations, and official communication.
  • Senior Leadership Support: Assisting senior leadership in the implementation and oversight of calendar events and in carrying out local operations in a manner consistent with the Ambleside  ethos.
  • General School Office: Greeting, handling phones, filing, directing office volunteers, scheduling appointments, receiving visitors to campus, preparing for student testing and interviews; administering the enrollment/re-enrollment process for the school; maintaining office equipment; purchasing/receiving supplies (student, classroom, office, cleaning, etc.) record-keeping and archiving.
  • Communication: Maintaining a current database of school contacts; preparing, printing and disseminating bulletins, newsletters, visual and electronic correspondence
  • Advancement:  Interfacing effectively with Head of School and parent committees to provide oversight and support for the school’s development initiatives:  Artspring, Springfest, End of Year giving, Admissions, Website, Communication, Retention, Alumni relations, and general school promotion.  Prepares all thank you letters and appropriate communication in support of these efforts. 
  • Technology: Overseeing the software implementation for the Student Information system, Donor Database; maintaining all technology records; overseeing backup protocol; maintaining provider services.  
  • Finance: Assisting with banking tasks, invoice preparation, accounts receivable and payable; tuition payments and scholarship recipients; and preparation of board reports as requested.
  • Legal: Assisting with compliance with state and federal requirements (corporate filing, health inspections), and insurance (general school, student accident, Workers’ Compensation, etc.)
  • Hospitality: Assisting with all needs related to school events (chapel & chapel speakers, staff or parent meetings, in-services, etc.) including arranging food/meals, nametags, etc.
  • Health and Safety: providing general health and first aid assistance as needed; planning and documenting monthly emergency drills; arranging for regular health inspections, radon testing (and remediation as required), and scoliosis screening for 6th grade; communicating Kindergarten and 7th grade immunization requirements.
  • Personnel: Processing new employees (background checks and documentation, W-4’s, I-9’s), documenting employee sick and personal days; disseminating necessary forms, materials, handbooks, etc. for staff (as determined in current year)
  • Volunteers: Processing volunteers (background checks, documentation and forms); working with Volunteer coordinator to support successful school programs and events (as determined in current year)
  • Curriculum: Handling approved purchase requests for curricular items; logging and tracking curriculum inventory for all grades/subjects, as well as school-wide equipment and supplies; facilitating field studies and service projects (permission forms, qualifying drivers, providing maps, instructions for drivers, etc.)

Minimum Requirements

  • Bachelor’s degree, in a specific or general field of study
  • Previous office administration experience desired
  • Strong computer skills, including Microsoft Office (Excel, Power Point, Word), Google Apps.  Adobe Creative Suite (Photoshop, InDesign, Illustrator) is preferable.
  • Flexible with changing tasks and comfortable working in a variety of roles
  • Exceptional written and verbal communication skills. 
  • Strong interpersonal (including conflict resolution) and time management skills
  • Solid business acumen, management, and problem-solving skills
  • Highly organized and detail-oriented
  • CPR and first aid certification (provided by school)
  • Free and clear results on federal and state background check
  • Introductory knowledge of Charlotte Mason’s educational philosophy from the following essays: “Three Instruments of Education[1] and “Children as ‘Persons’[2].

Hours

August 1 through July 31, Monday through Friday and occasional Saturday, early morning and/or evening hours according to required school events and per the current year Instructional Calendar.  Flexible hours during summer and holidays, but the position is fulltime, year round.

Salary

$40 – 45,000 depending on experience.


[1] Chapter VI, An Essay Towards a Philosophy of Education by Charlotte Mason

[2] This article by Charlotte Mason originally appeared in Parents’ Review, 1911. 

Both essays are published in Essex Cholmondley’s, The Story of Charlotte Mason, 1960 (now out of print but available online).

School: 

Ambleside Herndon

State: 

VA Virginia