Administrative Assistant to the Assistant Head of School/Lower School Director

Open Window School; Bellevue (WA); On-site; USD 10,000 - 60,000; Full time

Job summary

Open Window School in Bellevue, WA, is hiring an Administrative Assistant to support the Assistant Head of School and Lower School Director. This full-time, in-person role involves administrative support, student records management, and coordination of school-wide initiatives. The ideal candidate will have experience in a school setting and strong organizational and interpersonal skills.

Benefits

5 weeks of vacation time

12 days of sick time

Medical, Dental and Vision Insurance

403(b) Retirement Account with employer matching

Professional development opportunities

Qualifications

• Minimum of one-year experience in administrative support or office management.
• Prior experience in educational settings is preferred.
• Proficient with Microsoft Office and comfortable with new platforms.

Responsibilities

• Manage calendars, schedules, and communications for the Assistant Head of School.
• Maintain accurate student records and assist with onboarding new staff.
• Provide back-up front office operations including greeting visitors.

Skills

Organizational skills

Interpersonal skills

Communication

Education

Associate's degree or higher

Tools

Microsoft Office Suite

Blackbaud

Ravenna

Job description

Administrative Assistant to the Assistant Head of School/Lower School Director
Full-Time | In-Person | Bellevue, WA | $28–$32/hour

Mission
Open Window School nurtures and inspires students of high intellectual potential.

Overview

Open Window School (K-8, coed, 360 student day school) is seeking highly qualified candidates for its Middle School Associate Teacher position.

Open Window is dedicated to serving gifted students. With a strong commitment to social-emotional learning, these exceptional young people are nurtured and inspired in both their academic and personal growth. Parents/guardians and students alike are quick to point out the strength in the faculty and the close relationships Open Window teachers forge with their students. Open Window students have true enthusiasm for deep and accelerated learning, with an emphasis on project-based initiatives with real world application. Innovation and risk taking are encouraged within a supportive environment. Open Window School graduates are empathetic, academically well-prepared, innovative problem solvers, purposeful global citizens with a commitment to equity and inclusion. This is a place where it is cool to be smart and the expectation is that our students will graduate and make a difference in high school and beyond.
Located on a beautiful campus in Bellevue, Washington, 10 miles from the center of downtown Seattle, Open Window benefits from its unique location; it is surrounded by woods right in the middle of one of the fastest growing metro populations in the country. The school enjoys a robust and growing pipeline of students which will continue to drive demand for the type of rich educational experience guided by Open Window’s mission and values.

Position Overview

Open Window School is seeking a detail-oriented and proactive Administrative Assistant to support daily operations and broader school-wide initiatives such as emergency procedures and student support record keeping. Serving as a key point of contact for students, staff, families, and visitors, the Administrative Assistant provides proactive, high-level support to the Assistant Head of School / Lower School Director.

Key Responsibilities:

Administrative & Scheduling Support
• Provide proactive administrative support to the Assistant Head of School / Lower School Director.
• Manage calendars, schedules, and communications, coordinate classroom coverage and substitutes.
• Plan logistics for meetings, events, and field trips, including travel, supplies, and hospitality.
• Track and order curriculum materials and supplies; coordinate with vendors as needed.
• Prepare documents, reports, and communications; assist with proofreading.
• Support Student Support Team with scheduling, note-taking, and record-keeping.
• Maintain emergency procedures and assist with onboarding new staff.
• Participate in committees and support special projects or events as needed.

Student Records & Supervision
• Maintain accurate student records, attendance, and incident logs.
• Partner with the Middle School Admin Assistant to align processes across divisions.
• Support the librarian with overdue book tracking.
• Occasionally supervise students in the office.

Back-Up Front Office Operations & Communication
• Provide back-up reception coverage, including greeting visitors and answering phones.
• Monitor and report facility issues and help troubleshoot minor tech or equipment problems.
• Support use of office equipment and coordinate repairs as needed.
• Help manage Lost and Found and assist with general office tasks.

Qualifications and Skills:
• Minimum of one-year experience in administrative support, customer service, or office management.
• Prior experience in a school or educational setting is strongly preferred, especially supporting a school leader or managing an executive calendar. Familiarity with independent school culture is a plus.
• Associate’s degree or higher preferred.
• Proficiency with Microsoft Office Suite and comfort learning new platforms (Blackbaud and Ravenna).
• Skilled in calendar and email management, document formatting, and basic digital editing.
• Strong interpersonal skills with the ability to communicate clearly and warmly, while staying highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
• Demonstrated discretion in handling confidential information.
• Self-motivated and collaborative, with a proactive and problem-solving mindset.
• Professional presence in all forms of communication, representing the school with warmth and integrity.
• Ability to lift up to 50 pounds, such as a case of paper or office supplies, and sit or stand for extended periods

Position Details:
Manager: Assistant Head of School and Director of Lower School
Compensation: $28-32/hour depending on experience
Position Classification: Non-exempt, Full Time (12 months), benefit eligible
Hours: Standard hours are 7:30 AM – 4:00 PM, Monday through Friday (with a 30-minute unpaid lunch), with extended hours until 5:00 PM on Tuesdays for faculty meetings.

Benefits include:
• 5 weeks of vacation time, 12 days of sick time and around 14 paid holidays
• Medical, Dental and Vision Insurance (paid 100% for employee only coverage)
• Employer paid Health Reimbursement Account
• Flexible Spending Accounts
• 403(b) Retirement Account, Pre-tax & Roth Options (eligible for 3% employer contribution and up to 3% employer match after one year of service).
• Life and AD&D Insurance
• Long-Term Disability Insurance
• Professional development and training opportunities

To Apply:
Please submit a cover letter describing your interest in and qualifications for this position, your resume, and complete all application questions on our Career Opportunities website. Open Window School does not sponsor employment visas.
Please be prepared to provide up to three references if requested. If you have any questions about the position or the application process, feel free to reach out [e-mail]. Applications should be submitted through the online system and not via email.
Open Window School does not discriminate on the basis of race, gender, color, religion, creed, disability, sexual orientation, gender identity and expression, national or ethnic origin, or other status legally protected by local, state, or federal law.