Title:               Executive Assistant to the Head of School and Admissions Office

Department:  Administration

Reports to:     Head of School and Director of Enrollment Management

Position Purpose

The Executive Assistant will work closely with the Head of School and Admissions department; manage internal, academic, and event calendars; act as a liaison between the Head of School’s Office and faculty, parents, and the community; plan and manage details and logistics for major School events; and lend administrative support to all School projects.  Additionally, the Executive Assistant will support the Admissions department and will be responsible for helping to manage all aspects of the Admissions Office, along with supporting the recruitment and retention of students. 

Key Responsibilities INCLUDE BUT ARE NOT LIMITED TO:

• Coordinate communication and appointment schedule for the Head of School’s, Admissions and President’s Office.
• Plan and coordinate faculty, administrative, and Board of Trustee meetings.
• Coordinate, plan, and assist in campus events.
• Manage and maintain student records.
• Maintain and update internal school calendars regularly.
• Coordinate, create and distribute the Lion’s Tale and Lion’s Mane, as well as social media posts.
• Assist in the planning and publishing of the academic calendar annually.
• Coordinate and plan interview schedules.
• Complete annual school statistics and reports and collaborate with departments to collect accurate data.
• Collaborate regularly with the Business, Development, and Admissions Offices to strengthen ties to the internal and external community.
• Create and maintain all admissions data, including enrollment, tracking of inquiries/applications and any student documentation.
• Provide outstanding service to prospective and current school families in person, telephonically and through written communication to include documents, letters, e-mail correspondence and forms.
• Serve as the primary point of contact for Admissions Office when the Director is offsite.
• Be well-versed in key information about Phelps in order to better serve current and prospective families.
• Serve as a liaison between Admissions office and Business Office.
• Prepare admissions files for all applications, communicate status of applicants and maintain files with updated documents.
• Receive and record monies for deposit for application, enrollment and re-enrollment.
• Assist Director in the creation and management of school recruitment programs and processes.
• Send and oversee all documentation and inquiries in support of school financial aid program.
• Organize and create photo IDs and Facebook page (Student Photos).
• Update student directory for current academic year.
• Maintain inventory of admissions materials, applications, publications and letterhead.
• Facilitate planning and communications related to Board of Trustee meetings and compile, edit, and publish department reports quarterly. Act as scribe for meeting minutes for approval by the secretary of the board.

Qualifications

• Bachelor’s Degree preferred
• Excellent and demonstrated oral and written communication skills, organizational skills, presentation skills and attention to detail.
• Professional demeanor.
• Ability to maintain punctual, dependable hours on a regular basis
• Ability to accurately complete projects and meet deadlines without excessive oversight.
• Proficient in Word, Excel, Constant Contact, Word Press, Raiser's Edge and a School Management System. Proficiency in Canva helpful.

About The Phelps School

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