Upper School Administrative Assistant

Wilmington Friends School; Wilmington (DE); On-site; USD 42,000 - 54,000; Full time

Job summary

Wilmington Friends School is seeking an Administrative Assistant in the Upper School to support the Head of Upper School, the Upper School Dean for Students, and the Assistant Head of School. The role requires clear written and verbal communication, the ability to manage multiple priorities, and a commitment to a welcoming, inclusive school environment.

The Administrative Assistant will handle calendar management, correspondence, budgeting support, and coordination of events, field trips, and

Qualifications

• Requires professional demeanor when working with all constituents.
• Understanding and appreciation of diversity in a school community.
• Fluency in technology and using multiple computer systems.

Responsibilities

• Keeps Head of Upper School calendar.
• Sends correspondence for the division.
• Assists with hiring, evaluations, and substitutes.
• Supports safety drills and receptionist coverage.
• Organizes events (Back to School Night, Freshman Orientation, conferences).
• Manages IB/AP test logistics.
• Supports Commencement and Final Assembly activities.
• Assists with divisional budget and minutes.

Skills

Calendar management

Excellent communication

Event planning

Multitasking

Team collaboration

Education

College degree or relevant experience

Tools

Microsoft Office

Job description

Non-exempt position, full time, 12 months

Supervisor: Head of Upper School

Start date: October 1, 2026

The Administrative Assistant in Upper School supports the work of the Head of Upper School, the Upper School Dean for Students, and the Assistant Head of School. The position provides a welcoming and inclusive atmosphere for the school staff, students, families, and community partners. The Administrative Assistant must have excellent oral and written skills with the ability to communicate with clarity and an understanding of a diverse population. The successful Administrative Assistant can handle multiple priorities, remain flexible and courteous, demonstrate careful attention to detail, take initiative, maintain regular attendance, be punctual, and be dependable. The individual provides administrative support to various functions at the school using a variety of computer systems and handles daily work pressures requiring constant concentration to a high volume of clerical work which must be completed within a limited period. This position additionally supports the planning, preparation, and implementation of special events, as well as partnerships and trips for the upper school. Must be able to successfully perform the essential duties and responsibilities in an environment with constant interruptions.

Essential functions:

• Keeps the calendar for the Head of Upper School
• Sends correspondence on behalf of the division
• Helps with the hiring process and evaluation process for faculty
• Helps with finding substitutes in the division
• Assists with safety and security drills in Upper School
• Supports receptionist coverage during the school year
• Organizes events, such as Back to School Night, Freshman Orientation, and the student-led conferences
• Manages IB tests and AP tests
• Supports the work of Commencement and Final Assembly with the Head of School’s office
• Assists Head of Upper School with divisional budget
• Records minutes at various meetings
• Manages field trip paperwork and buses in support of extra curricular activities
• Manages the book orders for upper school
• Handles travel for the Head of Upper School throughout the year
• Undertakes special projects as needed
• Supports the Dean for Students with special projects and attendance
• Orders food for US events
• Creates and sends the Monday Announcements to Upper School Faculty/Staff (weekly)
• Schedules Parent/Guardian Coffees (and orders refreshments) throughout the school year
• Supports newly enrolled students and families
• Works with upper school personnel to secure Master Calendar dates for the coming school year
• Supports the Head of Upper School in creating a positive environment for faculty, staff, students and parents/guardians

Position requirements:

• A professional supportive manner when working with all constituents
• An understanding and appreciation of working in a diverse environment
• An understanding and appreciation of the mission of Wilmington Friends School
• Fluency in technology
• A college degree and/or relevant work experience

It is Wilmington Friends School’s policy to provide equal employment opportunity to all employees and applicants for employment without regard to race, color, sex (including pregnancy), religion, national origin, age, disability, genetic information, sexual orientation, gender identity, marital status, first responder status, or other protected status in accordance with applicable federal and state laws. It is the intent and resolve of Wilmington Friends School to comply with the letter and the spirit of the law in the implementation of all facets of equal opportunity. This equal opportunity policy applies to all terms and conditions of employment including, but not limited to, hiring, placement, training, promotion, compensation, termination, and retirement.