Upper School Administrative Assistant

Wilmington Friends School; Wilmington, Northern (NC, KY); Hybrid; USD 38,000 - 46,000; Full time

Job summary

Wilmington Friends School in Wilmington, NC seeks 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. This full-time, 12-month role requires strong organizational and written communication skills.

Responsibilities include managing calendars, correspondence, event planning for Back to School Night and other activities, coordinating field trips, and assisting with budgeting and recruitment

Qualifications

• A college degree and/or relevant work experience.
• Excellent oral and written skills with the ability to communicate clearly to a diverse population.

Responsibilities

• Keeps the calendar for the Head of Upper School.
• Sends correspondence on behalf of the division.
• Helps with hiring and evaluation processes for faculty.
• Helps with finding substitutes in the division.
• Organizes events for the division (e.g., Back to School Night).
• Manages field trip paperwork and transportation arrangements.
• Records minutes at meetings.
• Assists with budgeting and administrative support for the Upper School.

Skills

Calendar management

Verbal & written communication

Event planning

Budget support

Diversity & inclusion awareness

Technology fluency

Education

Bachelor's degree or relevant work experience

Tools

Microsoft Office

Google Workspace

Job description

Non-exempt position, full time, 12 months

Supervisor: Head of Upper School

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

• 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.

Statement of Nondiscrimination as to Student Enrollment

Wilmington Friends School admits students of any race, color, gender, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students of these schools. Wilmington Friends School does not discriminate on the basis of race, color, gender, national and ethnic origin in administration of their educational policies, admissions policies, scholarship and loan programs, and athletic and other school administered programs.