POSITION: Upper School Administrative Assistant
DESCRIPTION: Assistant to the Upper School Director and liaison with Upper School Faculty & Staff (maternity leave)
STARTING DATE: May 2026
PRIMARY RESPONSIBILITIES
Responsible for managing the Upper School Office:
* Supporting the Upper School Director in their daily role
* Preparing school materials for staff and students
* Securing substitute coverage for teachers when absent from class due to illness, professional development, or other school business
* Providing support for teachers with procedural matters
* Purchasing educational materials, school supplies, etc., as needed throughout the school year
* Reporting upper school staff attendance via BambooHR
CALENDARS
* Responsible for managing the Upper School Director’s calendar
* Responsible for posting Upper School events on the US Calendar
* Responsible for managing the ASM Master Calendar, posting school-wide events involving the use of shared facilities, and resolving conflicts
* Responsible for processing facility use requests
BUDGET
* Prepare and review budgeting instructions with all upper school department heads and teachers
* Train staff in the use of the SAGE purchase component for budget preparation
* Work closely with the Upper School Director in preparing budget allocations and purchase requests for Administrative needs
* Work with local and European providers
* Review and correct all upper school purchase requests submitted and prepare budget comparisons by departments for the US Director to review prior to approval
* Process purchase requests once the school budget is approved
* Process and distribute ISS and local shipment materials
OTHER
* Coordination of Upper School Parent/Teacher Conference Day appointments held in October and February
* Coordination of Upper School Open House in September
* Updating of annual Upper School publications, including Student and Faculty Handbooks
* Organization of annual ASM Substitute In-service to update and train ASM substitutes in school procedures and culture
* Assist the NHS Sponsor in the preparation and distribution of NHS eligibility
* Processing of Trimester Awards and organization of end-of-year Prize Day Awards Ceremony
* Newsflash (Lancer) updates for the Upper School
* Act as a source of information for the upper school community on school policy and procedures
* Assist faculty, staff, and students as needed
PREFERRED QUALIFICATIONS AND SKILLS
* Experience and/or qualifications related to administrative work
* A fluent speaker of English & Spanish
* A high degree of technology skills
* Highly collaborative
* Efficient multi-tasker
* Patience when dealing with colleagues, students, and parents
* Effective problem-solver
ADDITIONAL INFORMATION
Working hours: 8:00 a.m. - 5:00 p.m. (Plus checking in the evening and early morning for possible communications from staff regarding last-minute absences that will need cover)
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