Founded in 1907 by Margaret Lockey, Castilleja School's mission is to educate young women (grades 6 through 12) to become confident thinkers and compassionate leaders with a sense of purpose to effect change in the world. Being part of a learning community, free lunch, time off for school breaks, generous vacation, excellent health benefits and a retirement plan are some of the perks we provide!
THE POSITION We are looking for an enthusiastic Administrative Assistant who is versatile, able to multi-task, flexible, and adaptable as well as has the ability to provide a high level of customer service to a diverse group of constituents. This position reports to the Head of the Middle School and will provide confidential, consistent, and professional administrative support. The individual in this position will be organized, detail oriented and resourceful and will embrace working in an educational environment.
Maintain the highest degree of confidentiality, discretion, and professionalism in all interactions.
Anticipate and successfully meet the daily needs of the Head of the Middle School through solid calendar/scheduling, answering routine correspondence, creating reports, and compiling data.
Provide support for the Middle School students, faculty, and families.
Coordinate the Middle School internal and external calendars with the school-wide calendar, working to eliminate conflicts.
Manage messages in a timely, supportive, and efficient manner.
Generate and distribute divisional communications relating to the start of the school year, progress reports/report cards, upcoming holidays, bulletins, and other parent-guardian correspondence.
Maintain records and files as they pertain to the Middle School, in partnership with the Registrar.
Assist with coordinating substitute teachers when needed.
Complete expense reports and organize supporting documentation for the Head of Middle School.
Supports Middle School events, including Grade Level Retreats, field trips, and Parent/Teacher/Advisor conferences with supplies, transportation needs, and calendaring.
Supports the Grade Level Deans.
Collaborates with the Director of Events to plan 8th Grade Promotion.
Schedule Middle School faculty chaperoning duties annually and add them to Google Calendar, prioritizing equity.
Draft/edit correspondence and perform other general clerical duties.
Attend faculty meetings and professional development opportunities.
Manage and maintain teaching/administrative supplies and materials.
Other duties as assigned by the Middle School Division Head.
Qualifications and requirements
Excellent Administrative Skills.
Bachelor’s degree preferred.
Excellent organizational skills while still exhibiting a high degree of flexibility.
Skilled in or able to quickly learn Google Workspace tools (Gmail, Calendar, Forms, Sheets, Drive, etc).
Skilled in Microsoft Word and Excel.
Knowledge of student information systems (Veracross, Schoology, etc.) is preferred but not required.
Able to make quick decisions, take initiative, and prioritize tasks.
Warm and personable with a good sense of humor and considerable patience.
High-energy and enthusiastic about working in a school environment.
Well-organized and excellent communication and interpersonal skills.
Bilingual - Spanish is a plus
While performing the duties of this job, the employee is continuously required to sit and talk or hear. The employee may be required to stand and walk for extended periods of time. Be able use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 20 pounds and occasionally lift/or move up to 30 pounds - at times above the head. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and the ability to adjust focus.
Castilleja School is a non-sectarian independent college preparatory school for young women located in the San Francisco Bay Area near Stanford University and in the heart of Silicon Valley. Founded in 1907 by Stanford University graduate Mary Ishbel Lockey, the school has an enrollment of girls in grades six through twelve, and has a long-standing reputation for the excellence of its academic program. Castilleja educates young women by fostering their intellectual, physical, creative, and emotional growth through an exemplary college preparatory experience within a diverse and supportive community.