Upper School Administrative Assistant

Charlotte Latin School; Charlotte (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Charlotte Latin School is seeking an Upper School Administrative Assistant on a full-time basis at the Charlotte Campus. The role supports the Head and divisions, manages calendars, and coordinates communications with parents, students, and staff.

Ideal candidates hold a 4-year degree and have several years of administrative experience in an independent school setting, with strong Google Suite and MS Office proficiency and excellent communication and organizational skills.

Qualifications

• Bachelor's degree required.
• 3 years experience in an administrative assistant or office management role preferred.
• Experience in an independent school environment preferred.

Responsibilities

• Assist Head with daily and long-term operations and projects.
• Manage daily calendar for Head, scheduling appointments and events.
• Assist students, parents, employees, and guests with questions and requests.
• Ensure office, phones, and email are covered during school day.
• Support communications during safety drills and emergency situations.
• Oversee US Office communications with parents and students including announcements.
• Educate parents on navigating the school website and calendars.
• Manage faculty communications including daily announcements and lists.
• Prepare annual calendars of non-athletic activities for Upper School.
• Coordinate course registration events and related activities.
• Support Admissions interviews and office logistics.
• Oversee supplies and maintain student files.

Skills

Google Suite

Microsoft Office

Communication

Organization

Interpersonal skills

Flexibility

Education

Bachelor's degree

Job description

Job Details: Job Location: Charlotte Campus - Charlotte, NC 28277, Position Type: Full Time, Education Level: 4 Year Degree, Travel Percentage: None, Job Shift: Day, Job Category: Admin - Clerical, Charlotte Latin has an immediate need for an Upper School Administrative Assistant.

Essential Duties:

Division Heads Administrative Assistant

• o Assist Head with tasks to support daily and long-term operations and projects
• o Manage daily calendar for Head, scheduling appointments and populating calendars with pertinent school activities
• o Assist students, parents, employees, and guests with questions and requests
• o Ensure office, phones, and email are covered during school day
• o Assist with communications during safety drills and emergency situations

Communications

• o Oversee US Office communications with parents and students including announcements and bulk emails
• o Educate parents on navigating school website and calendars
• o Manage and maintain faculty communications including daily announcements, online resources, procedural manuals, schedule changes, and email distribution lists

School Calendars

• o Work with Deans, Registrar, and Master Calendar Coordinator to prepare annual calendars of all non-athletic activities for Upper School students and faculty
• o Populate and monitor multiple online calendars for teachers, students, and parents

Parent Volunteer Coordinator & Event Planner

• o Work with Deans, Division Head, and Parents Council leadership to secure volunteers for significant positions
• o Work with parent volunteers, custodial staff, Deans, faculty, and others to coordinate student and parent events

Honors & Awards Ceremony & Commencement

• o Oversee and coordinate award nominations, sponsors, presenters, writers and editors, invitations, and purchasing of awards

Course Registration

• o Work with Dean of Academics, Department Chairs and Upper School Head to produce Course Catalogue
• o Coordinate annual course registration event for parents

Other Administrative Duties

• o Manage Paycom data entry
• o Function as Jostens liaison
• o Oversee, allocate, and approve usage of Upper School credit card usage
• o Support Admissions by coordinating prospective student interviews
• o Assist in coordinating Summer Remediation
• o Manage office supplies and stationery for US Office team
• o Work with Registrar to maintain student files
• o Perform other duties as needed

Qualifications

• Bachelor's degree required
• 3 years experience in an administrative assistant or office management role preferred
• Experience in an independent school environment preferred

Skills

• Proficiency in Google Suite and Microsoft Office tools
• Excellent written and verbal communication skills
• Capable of working independently and collaborating with others
• Strong organizational skills and an eye for detail
• Strong interpersonal skills
• Flexibility
• Adheres to the standards of professionalism

A philosophical alignment with our core values and curriculum and instruction, which can be found on our website: www.charlottelatin.org, including a commitment to promoting diversity, equity, and inclusion.

Working Conditions and Environment

• Intermittently lift, carry, push, and pull up to 25 pounds.
• Continuously see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers; and some fine finger dexterity.
• Frequently talk and hear.
• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs, step stools and ladders, operate foot and hand controls, squeeze, and reach above shoulders.
• Exposure to dust, chemicals, fumes, flammables, grease, dirt, stacked materials, electrical equipment, machinery, low to medium noise levels, and moderate indoor temperatures of heat and cold.
• Long or odd hours, as needed.