Employment Opportunities at Phelps

Executive Assistant

Department: Administration
Reports to: President and Head of School


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.


  • 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


  • 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].

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