Founded in 1958, Sequoyah School is an independent progressive K-12 day school in Pasadena, California, built on the belief that diversity of all kinds is fundamental to a powerful education. Students find joy and deep learning as they navigate through curriculum while teachers guide problem-centered classrooms that foster curiosity through intellectual exploration and opportunities for application. The school’s mission to challenge the mind, nurture the heart, and celebrate human dignity is evidenced in its place-based program and signature experiences like Field Studies, the Social Innovation Program, Talking Leaves, and more.

The Administrative Assistant to the Head of School and Main Office plays a pivotal role in ensuring the smooth operation of the Head’s office and providing administrative support for the Main Office. This individual must demonstrate excellent discretion, strategic organizational thinking, and strong interpersonal skills. The role demands flexibility and an ability to manage multiple stakeholders, so both the Head of School and Main Office operations run efficiently and in alignment with school values. The ideal candidate will manage responsibilities and navigate the complexities of a dynamic, progressive educational environment.

Position Overview

The Administrative Assistant to the Head of School and Main Office plays a pivotal role in ensuring the smooth operation of the Head’s office and providing administrative support for the Main Office.

Roles and Responsibilities

Administrative Support

• Provide high-level executive support by managing the Head of School’s calendar, scheduling appointments, and arranging meetings to optimize efficiency and preparedness.
• Coordinate travel, itineraries, and expense reporting for the Head of School.
• Prepare correspondence, reports, presentations, and other documents on behalf of the Head of School and the K8 campus, ensuring all materials are accurate and polished.
• Handle highly sensitive and confidential matters with professionalism, discretion, and a strategic approach to information flow.

Main Office Leadership and Operational Support

• Serve as a key point of contact for the Main Office, including health announcements, office supply management, and requests for records and other materials.
• Assisting with the Assistant Head of School’s calendar, sub-coverage, student record collection, injury management.
• Collaborate closely with other office staff to maintain coverage, provide mentorship, and implement protocols that support an efficient and welcoming office environment.
• Manage the flow of communications to and from the Main Office to all other administrative offices of the school, triaging inquiries and prioritizing responses based on urgency and importance.
• Support school-wide events by leading logistical coordination for Main Office-related tasks and maintaining consistent communication across departments.

Proactive Prioritization & Organization

• Anticipate the needs of the Head of School and Main Office, prioritizing tasks to ensure key priorities are addressed promptly.
• Implement and maintain efficient filing and documentation systems for both physical and digital records, ensuring data accuracy and accessibility.
• Identify and execute process improvements that enhance organizational effectiveness for the Head of School and Main Office operations.

Time Management & Strategic Efficiency

• Employ advanced time management systems to optimize the Head of School’s schedule, ensuring dedicated focus time and minimizing disruptions.
• Coordinate across departments to support Main Office deadlines, ensuring prompt follow-up on key initiatives.
• Maintain a long-term perspective while managing daily priorities, ensuring alignment with strategic goals.

Board of Trustees Support

• Coordinate Board of Trustees and committee meetings, including scheduling, preparing and posting materials, and distributing minutes and follow-up actions.
• Provide administrative support to the Chair of the Board, the Secretary of the Board, and the Head of School for Board-related correspondence and reports.
• Organize and support logistics for committee meetings, Board meetings, and all retreats.
• Support Board officers and committee chairs in scheduling any events, activities, and other Board related work.

Collaboration & Communication

• Serve as a key liaison between the Head of School, Main Office, faculty, staff, parents, and students, fostering clear and effective communication throughout the school community and with outside organizations and partners on special projects.
• Manage incoming inquiries and correspondence directed to the Head of School and Main Office, providing timely and professional responses.
• Act as a resource for faculty and staff seeking help with tasks and procedures.

Cultural Fluency & Interpersonal Skills

• Demonstrate strong interpersonal and conflict resolution skills when managing relationships with a diverse range of stakeholders.
• Respect and address cultural differences, supporting a culturally responsive environment through empathetic, respectful interactions.
• Collaborate effectively with community members, fostering an inclusive and welcoming school environment aligned with the school’s DEIJ (Diversity, Equity, Inclusion, and Justice) goals.

Flexibility & Professionalism

• Adapt to shifting priorities while maintaining a focus on objectives and preserving professional boundaries.
• Establish and communicate clear expectations regarding work hours and availability, balancing responsiveness with the need to protect focus time for the Head of School.

Qualifications

• Minimum of 3-5 years of experience in a high-level administrative assistant role, ideally in an educational or non-profit setting.
• Proficiency with office software (Microsoft Office, Google Workspace) and familiarity with task management or business process tools.
• Exceptional communication, organization, and time-management skills, with the ability to manage multiple projects and work under pressure.
• High level of discretion and professionalism in handling confidential matters.
• Demonstrated ability to work independently while fostering collaboration and alignment.
• Commitment to the school’s mission and values, including a dedication to DEIJ principles.

About Sequoyah School

A progressive, K-12, independent school based in Pasadena, California.

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