Executive Assistant

Ridgefield Academy is seeking a professional, detail-oriented Executive Assistant to support our Head of School and Division Head and to manage the front office, including day-to-day administrative needs for the Middle School and Upper School (Grades 4-8). This is a highly visible role that interacts with students and parents and supports faculty and administration with day-to-day needs. 

Responsibilities include (but not limited to):

• Manage the school calendar at large. Work with the Head of School and the Administrative Team to plan the school calendar and help coordinate details of events on campus
• Work closely with the Advancement team, Facilities, IT, and Food Services to coordinate and prepare for events
• Handle the scheduling/calendar management, meeting materials, phone calls, and other administrative duties for the Head of School, Division Head, and Board of Trustees
• Greet students, parents, and visitors to campus and direct them to the appropriate location. Assist visitors with signing in and manage the visitor calendar for the Annex building
• Manage field trips, including producing permission forms, ensuring they are complete, and coordinating busing and transportation 
• Handle parking sticker creation and distribution for families in the Annex building
• Maintain a professional front office and builds relationships with faculty/staff
• Responsible for recordkeeping of faculty absenteeism and entering it into the Veracross system
• Receptionist duties such as sorting and sending mail, using the postage machine, making copies, laminating, answering the telephone, and giving access and directions to visitors
• Assist with student drop-off and pick-up procedures, making announcements, and helping locate students as needed
• Assist with the dismissal of students, ensures the correct pick up (car or bus) or ensures they are both signed up for and get to the correct club
• Deliver student supplies to their locker or classroom when dropped off by parent/guardian (i.e. instruments, uniforms, classroom materials etc)
• Assist with administrative duties related to the Board of Trustees as assigned by the Head of School 
• Respond to inquiries and questions about the school via phone and email
• Responsible for ordering supplies for the Annex building. Check inventory, fulfill faculty and staff requests for supplies, expediting orders and verify receipts
• Work closely with the Associate Head of Academics on budgeting and expenses
• Manage expense reports for HOS, Assoc Head of Academics, and Division Head
• Maintain and update student information in the Veracross system and runs queries and reports as needed
• Help maintain safety and security of the front office, working closely with the facilities coordinator and director of facilities. Report any safety concerns timely and be vigilant about student safety
• Secure transportation vendors and establish busing routes for each academic year
• Plan and manage the 8th grade graduation, planning before graduation and attending and managing set up/break down and the event day of
• Support the Division Head with 9th grade placement
• Manage the High School Admissions Fair 
• Books Professional Development and NAIS, CAIS and other seminars and all travel associated with these events
• Coordinate substitutes and all coverage for teacher absences planned and unplanned.
• Input MS/US schedule and rosters into the system, creates advisory listing, locker labels at start of school year.
• Complete ad hoc assignments and duties as assigned by the division head or administrative team member

Skills/Qualifications:

• Ability to multitask, prioritize and pivot from one task to another with ease
• Technically savvy with knowledge of G Suite and the ability to learn new software quickly
• Engaging and friendly with strong verbal and written communication skills
• Professionalism, especially when welcoming parents and other visitors to campus
• Problem-solving skills and a can-do attitude
• Knowledge or previous use of the Veracross/Axiom or other database system preferred
• Bachelor’s Degree Required
• 3+ years of experience support a school leader,  executive or officer 

This is a full-time 12-month staff position, offering benefits. Working hours are Monday - Friday, 7:45 am - 4:15 pm. Salary range is $65,000-$75,000 based on experience. 

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Ridgefield Academy/Landmark Preschool is an equal opportunity employer and does not discriminate in any employment practice on the basis of race, color, national origin, ancestry, citizenship, age, sex, sexual orientation, gender identity or expression, religion, disability, marital status, military status, veteran status, genetic information, or any other basis prohibited by federal, state or local nondiscrimination laws.