Villanova, Pennsylvania
Riverside, Rhode Island
Studio City, California
Posted: 16-Aug-24
Location: Los Angeles, California
Type: Full Time
Categories:
Required Education:
Brentwood School inspires every student to:
Think critically and creatively.
Act ethically.
Shape a future with meaning.
BRENTWOOD SCHOOL
Administrative Assistant, Business Office
Brentwood School, a vibrant and diverse K-12 independent school, is looking for an Administrative Assistant to serve in the Business Office as soon as possible.
The Administrative Assistant is deeply involved in the day-to-day work of Brentwood School with a variety of constituent groups. The Administrative Assistant often acts as the first line of communication between Business Office personnel and the wider school community. Personal and Professional characteristics necessary for the position include: high energy and enthusiasm for school life; maintaining the highest level of confidentiality at all times; great organizational skills; technology skills; exhibiting a courteous and professional demeanor at all times; warmth and a sense of humor; a collaborative nature; and consensus-building skills; patience and persistence; and excellent communication skills.
This is a full-time 12-month, non-exempt position. The Administrative Assistant will report directly to the Chief Financial Officer.
Duties & Responsibilities include, but not limited to:
- Chief Financial Officer Support
- Actively manage the CFO’s calendar and general correspondence with all constituents
- Schedule requests for meetings or calls in consultation with the CFO
- Identify & coordinate all meeting locations or conference numbers
- Manage incoming phone calls; arrange call backs, as needed
- Assist in email management and prioritize those needing immediate attention
- Serves as a liaison with various Board Committee Chairs and Members in support of Brentwood School’s business, finance and operating activities including preparing materials for Committee and Board meetings, as needed
- Coordinate with Assistant to the Head of School and Associate Head of School
- Work with Technology, Events and Facilities Staff to ensure set-ups are in place
- Manage the CFO’s meetings and travel scheduling, including securing:
- Meeting & conference registrations
- Securing hotel accommodations and transportation, if required
- General Office Support
- Greet and provide directions to parents, employees, students, contractors, and other visitors to the Business Office
- Responsible for administrative tasks to support the HR Director and department
- Act as first line of sight for the Director of HR and schedule meetings as needed with professionalism on highly sensitive information
- Proactive calendar management, including arranging meetings, reserving conference rooms, and circulating call in numbers
- Coordinate communication with applicants and schedule interviews
- Willingness to learn and assist in Accounts Payable processing and other Accounting duties
- Serve as a liaison with all required divisional, financial, and operating department personnel in support of all Brentwood School activities, as requested
- Manage interoffice and inbound/outbound mail including physically dropping off mail to USPS and FedEx
- Maintain and order Business Office supplies
- Maintain postage machine
- Maintain Business Office Attendance
- Assist Business Office employees with work order submissions
- Work with insurance companies to issue certificates of liability insurance and student accident claims
- Fill-in for Bookstore personnel when they are away from their area
- Coordinate hiring, and overseeing Brentwood School’s Faculty/Staff Kids Camp
- Initiate monthly credit card reconciliation process
- Prepare monthly credit card sales tax report
- Collect, log receipts, and process petty cash deposits monthly
- Process weekly check deposits
- Filing
- Coordinate Inservice Faculty/Staff Camp
- Actively manage the CFO’s calendar and general correspondence with all constituents
- Other duties as assigned by the Chief Financial Officer
- Other Expectations
- Engage in professional and personal development and commit to growth in the areas of diversity, equity and inclusion
- Participate and initiate opportunities that demonstrate one's growth, knowledge, and skills
While being vaccinated for COVID-19 is not required, it is strongly recommended
COMPENSATION: Brentwood School's employment requirements vary, from positions requiring no experience to those needing 20+ years of expert experience. Our salary range includes all levels of experience, from $55,000 - $70,000. Salaries are determined based on years of experience, education, full- or part-time status, the category of the role, and the number of months worked per school year. Salary ranges do not include benefits, i.e. 403(b) retirement matching, paid lunch time, free breakfast and lunch, free parking, subsidy toward medical, dental, vision, life/AD&D plans, and generous time off. The pay range is an estimate and is not guaranteed. If hired, your actual base salary will be determined by your education, experience, and category.
Brentwood School is dedicated to the creation of a diverse faculty and staff that better represents our student body and the city of Los Angeles. Information about our school can be found at www.bwscampus.com.
Apply online. In your application, highlight your education and experience specifically related to diversity, equity, and inclusion.