Assistant to Upper School Division Head

The Harker School; San Jose (CA); On-site; USD 60,000 - 72,000; Full time

Job summary

The Harker School in San Jose, CA seeks an experienced Administrative Assistant to the Head of Upper School. This full-time, 12-month role provides high-level administrative and operational support to the Upper School Division Head and acts as a key liaison within the school community.

Responsibilities include executive scheduling, communications, event and project coordination, calendar management, and financial administration, ensuring a welcoming, organized campus environment for students,

Qualifications

• Experience supporting senior leadership, preferably in a school setting.
• Strong organizational and communication skills.
• Ability to manage multiple priorities with attention to detail.

Responsibilities

• Provide high-level administrative and operational support to the Upper School Division Head.
• Manage executive scheduling and calendar coordination.
• Coordinate events and projects, ensuring timely delivery.
• Oversee financial administration and general office operations.

Skills

Executive support

Calendar management

Communications

Event coordination

Financial administration

Multitasking

Customer service

Tools

Microsoft Office

Google Workspace

Job description

The Harker School seeks an experienced, highly organized, and personable Administrative Assistant to the Head of Upper School, preferably with prior school experience, to provide high-level administrative and operational support to the Upper School Division Head.

This full-time, 12-month position serves as an important liaison between the Upper School office and the Harker community.

Work Schedule: Monday–Friday, 7:30 a.m.–4:30 p.m., with a one-hour unpaid lunch break.

The Administrative Assistant provides direct support to the Head of Upper School while overseeing the multifaceted administrative functions and daily operations of a thriving Upper School campus. Responsibilities include executive scheduling, communications, event and project coordination, financial administration, calendar management, and general office operations. As a central point of contact for students, parents, faculty, staff, and administrators, the Administrative Assistant plays an essential role in fostering an organized, welcoming, and efficient office environment.

Each day brings new opportunities to learn, collaborate, and engage in creative and innovative ways within our diverse school community. Success in this role requires the ability to develop positive, professional, and friendly relationships with students, parents, faculty, and staff.

The ideal candidate combines a proactive, problem-solving mindset with exceptional organizational skills, attention to detail, and a demonstrated ability to manage multiple priorities. This individual enjoys working with students and educators, anticipates needs, exercises sound judgment, and brings professionalism, warmth, and enthusiasm to their daily interactions.

We Are Guided By Our Institutional Values In Action

• Greet cheerfully
• Seek to understand
• Lean in
• Discover daily
• Make a difference

All with honor and integrity.