Employment

Employment Opportunities at Phelps

Executive Assistant

Department: Administration
Reports to: President and Head of School

POSITION PURPOSE

The Executive Assistant will work closely with the President and Head of School; manage internal, academic, and event calendars; act as a liaison between the Head of School’s Office and faculty, parents, and the community; plan and manage details and logistics for major school events; and lend administrative support to all school projects. Additionally, the executive assistant will support the other department directors to effectively and strategically plan initiatives that align to the school’s mission.

KEY RESPONSIBILITIES

  • Coordinate business communications and appointment schedule for the Head of School’s Office
  • Receive visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
  • Answer, screen and forward incoming phone calls
  • Receive and sort daily mail
  • Plan and coordinate faculty, administrative, and Board of Trustee meetings
  • Coordinate, plan, and assist in the delegation of duties related to major campus events, including opening day, holiday party and graduation
  • Facilitate planning and communications related to Board of Trustee meetings and compile, edit, and publish department reports quarterly
  • Act as scribe for meeting minutes for approval by the secretary of the board
  • Manage and maintain student records
  • Aid in maintaining the Development Office database
  • Maintain and update internal school calendars regularly
  • Coordinate, create and distribute the Lion’s Tale, a weekly school communication
  • Assist in the planning and publishing of the academic calendar annually
  • Assist with recruitment, retention, and human resource issues, including annual faculty contracts and housing assignments
  • Coordinate and plan interview schedules
  • Complete annual school statistical and reports and collaborate with departments to collect accurate data
  • Oversee the collection of the documentation needed for the PA Dept of Education
  • Collaborate regularly with the Business, Development, and Admissions Offices to strengthen ties to the internal and external community
  • Additional office management responsibilities
  • Perform other duties as assigned by and in support of the Head of School and President

Qualifications

  • Bachelor’s Degree preferred
  • Excellent and demonstrated oral and written communication skills, organizational skills, presentation skills and attention to detail
  • Professional demeanor
  • Ability to maintain punctual, dependable hours on a regular basis
  • Ability to accurately complete projects and meet deadlines without excessive oversight
  • Experience in independent schools preferred
  • Proficient in Word, Excel, Constant Contact, Word Press, Raiser’s Edge and a School Management System
How to apply to The Phelps School

Please send letter of interest, resume, and three references to [email protected].

Privacy Policy: All personal information collected by The Phelps School from prospective families, current families and alumni is stored in confidential databases. Access to this information is restricted to authorized staff of the School. Phelps is committed to maintaining the confidentiality, privacy and security of the personal information it collects. If you have any questions regarding this statement or other privacy concerns, please contact us.

Translate »