Administrative Assistant to the Head of School & Auxiliary Programs Coordinator

The Sage School, a private, independent school dedicated to providing an educational program that serves the needs of academically gifted students in Pre-k through Grade 8, seeks an experienced professional to fill the position of Administrative Assistant to the Head of School & Auxiliary Programs Coordinator.

Administrative Assistant to the Head of School

• Primary responsibility for the organization of the office of The Head of School
• Manage and maintain daily schedule of the Head of School’s Master Calendar
• Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software, particularly in preparation for meetings
• Communication with the Board of Trustees
• Responsible for organizing the Board of Trustee meeting materials
• Attend all Board meetings with the responsibility of taking/maintaining notes
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Open, sort, and distribute incoming correspondence, including faxes and email
• File and retrieve important documents, records, emails, and reports
• Greet visitors and answer phones
• Prepare responses to correspondence containing routine inquiries
• Maintain office equipment
• Secure supply bids and order office supplies
• Hire substitute teachers, communicate with them to fill sick calls/teacher days off

Coordinator of auxiliary programs

• Oversees the full range of auxiliary offerings: After schools clubs, facility rentals and Summer Sage. 
• Has responsibility for program, personnel, and financial performance in a key school role that is creative and entrepreneurial. 
• Works across the school and with numerous external partners, excellent relationship building and collaboration skills are essential. 
• Developing and overseeing sustainable, revenue-generating programs on Sage’s campus during the school year and in the summer
• Hiring and supervising personnel who directly manage income-producing programs
• Assuring consistency and integrity in the financial operations of each program
• Overseeing program development and implementation based on profitability
• Assessing the impact of each program, both financially and strategically, on the mission of Sage and its position in the marketplace
• Ordering/organizing student lunch orders from external restaurants
• Developing, managing, and enhancing after school programs and summer programs
• Developing, managing, and enhancing summer academic and summer camp programs
• Identifying and coordinating rental opportunities for school facilities
• Developing and marketing specialized programs, such as teacher training courses, prep classes, and similar programs
• Exploring opportunities for leveraging the intellectual capital of Sage
• Coordinating facilities use 
• Ensuring student safety and well-being
• Collaborating with Marketing Director to create promotional materials
• Providing excellent customer service to parents, teachers, and children

Professional and Personal Qualities

• Very strong organizational skills
• Ability to interact with teachers, children, and families
• Flexibility and ability to adapt to dynamic work environment
• Diplomatic, collaborative, and candid
• Ability to process sensitive and confidential documents/information with discretion
• Approachable
• Skilled as a listener and writer
• Warm, engaging, with a good sense of humor

Requirements

• Bachelor’s degree required
• Experience working as an administrative or executive assistant is required
• Three to five years of administrative leadership experience 
• Experience in schools is required
• Proficiency with MS Word, Excel, Outlook, databases, and comfort with a mixed Windows/Macintosh environment is required
• Excellent verbal and written communication skills and impeccable attention to detail
• Ideal candidates will have an entrepreneurial background, familiarity with marketing, and an enthusiasm for creating and guiding startup ventures.

Interested individuals should send a resume and cover letter to Lisa Downs – ldowns@sageschool.org