Pilgrim School, founded in 1958, is an independent, co-educational, college-preparatory day-boarding school for students in Preschool through Grade 12. The school is in Wilshire Center, 10 minutes from downtown Los Angeles, and attracts a student body as varied as the city's population. Pilgrim is the only accredited K-12 independent school within Los Angeles’s urban core and has a population of 400 students and more than 100 faculty and staff members. The Secondary School at Pilgrim consists of the Middle School (grades 6-8) and High School (grades 9-12), with about 100 students in each.
We are looking for an energetic and passionate person to take the role of Administrative Assistant to the Head of Secondary School. This person will provide critical daily support for the Head of Secondary School in many key areas including communications and calendar. The Assistant will coordinate and communicate with faculty, staff, parents, students, and others on a range of issues in ensuring the smooth operations of the Secondary School.
Core Duties and Responsibilities:
Work closely with the Head of the Secondary School to ensure the smooth and timely execution of the essential tasks of the Secondary School.
Manage the calendar for the Head of Secondary School, including scheduling appointments and meetings.
Help the Head of Secondary School manage priorities, goals, and tasks.
Support the Head of Secondary School in effective communication with all stakeholders, including managing email communications.
Serve as the point person for coordinating the outgoing Secondary student admissions process, including communicating with all constituents, gathering all materials, and submitting before specific deadlines.
Provide logistical support for Secondary Schools events, including documenting RSVP’s, ordering and organizing needed supplies and food, and set up before and management during events.
Serve as the point person in the Secondary School for arranging substitute teachers.
Manage the logistics for teachers in planning field trips, including arranging transportation, and ensuring relevant check requests are submitted in a timely manner.
Manage the book and supply order process for Secondary School.
Work closely with the Business Office to ensure that reimbursements, PO requests, and expenditure requests are completed in a timely manner.
Essential Qualities and Qualifications:
Positive, friendly, and fun attitude.
Must be able to maintain a high level of confidentiality and discretion.
Proven experience as an executive assistant, preferably in a school setting.
Must love working in a fast-paced, quickly changing environment and have the ability to meet deadlines and goals such an environment.
Must have excellent communication skills, both verbally and written, and proven effective email management skills.
Must be highly organized, and able to prioritize daily workloads.
A proactive approach to problem-solving and strong decision-making skills.
Strong understanding and skill with both Microsoft Office and Google Suite.
Bachelors Degree or higher strongly preferred
To be fully considered for this position, please send a cover letter and resume to Ryan Grady, Head of Secondary School (email@example.com).
About Pilgrim School
Pilgrim School, founded in 1958, is an independent, co-educational school for students in Preschool through Grade 12 that includes an international high school boarding program. The school is cradled in Wilshire Center, 10 minutes from downtown Los Angeles, and attracts a student body as varied as the city's population. Pilgrim is the only accredited K-12 independent school within the urban core of Los Angeles.