Job Description

Montgomery School is seeking an administrative support professional to assist the Head of School’s office in a wide range of daily activities including office management, Human Resources record-keeping, and Board of Trustees support. The successful candidate will bring a high level of organization, flexibility, good humor, and discretion to a key position affecting everyone in the school. 

Primary Responsibility

The Assistant to the Head often serves as the first point of contact for visitors and inquiries to the school. The ideal candidate will possess excellent organizational and interpersonal skills, as well as an ability to anticipate the needs of the Office and to take the initiative to make the work of the Head and Board of Trustees as smooth, error-free, and efficient as possible. 

Specific Duties include (but are not limited to): 

1. Serve as liaison between the Office of the Head of School and all School constituents 
2. Support the daily operation of the Office of the Head of School, short- and long-term goals, and institutional projects 
3. Maintain schedule for Head of School and coordinate all meeting and travel arrangements 
4. Manage calls and correspondence to the Head’s office, ensuring prompt response and proper prioritization
5. Compose and maintain the School Calendar, school handbook and directories
6. With the Director of External Relations, oversee and ensure the timely delivery of key mailings and communications throughout the year
7. With the Director of Facilities, maintain emergency response procedures and communication system
8. Provide support for on-campus events such as school-wide meetings, Trustee meetings, Graduation programming, and other special events under the Head’s purview 
9. Serve as a user of key data systems maintained by the CFO, Advancement Department, and School Divisions, offering oversight and cohesion
10. Support the Board of Trustees and standing committees, including calendar updates and management, board portal posting, emailing calendar invites and reminders, event planning, and recording proper minutes at all board meetings and retreats.
11. Prepare advertisements for job openings; send to appropriate sites and agencies
12. Develop schedules for candidate visits (typically in the spring, but also as necessary throughout the year); maintain database of applicants and hires
13. Maintain all confidential HR employment files, including job applicant files, interview records, ensuring all employees have proper background checks and training, and overseeing PA Safecheck, Safeschools modules, and other HR databases
14. Manage and serve as a liaison for school memberships, such as NAIS, PAIS, and ADVIS
15. Responsible for attending and taking minutes at regular administrative meetings, retreats, and board gatherings
16. Serve as a coordinator of the entire administrative support staff including Divisional Assistant and school receptionist
17. Collaborate with colleagues and positively participate in professional development, adult learning initiatives, and program development opportunities afforded by the school
18. Other duties as assigned which support the mission and high functioning of the school

Candidate Requirements:

High school degree required; bachelor’s degree and 3-5 years of related experience preferred. We also value:

• Ability to be proactive in all aspects of the job and to anticipate the needs of the Office. 
• Excellent work ethic and calm demeanor. Strong customer service orientation. 
• Ability to set professional boundaries and collaborate with constituents within those boundaries. 
• Willingness and ability to work outside the School’s standard 8 am-4 pm work day. 
• Ability to manage confidential situations with discretion, respect, and sensitivity. 
• Excellent organizational skills and written and verbal communication skills. Proficiency with Microsoft Office (Word, Excel, PowerPoint) and G Suite (Google Docs, Calendar, Slides, Drive, etc.). 
• Database experience; specific experience with Veracross a plus. 
• Ability to stay up to date with emerging trends in technology is desired.
• Good sense of humor!

Montgomery School is an Equal Opportunity Employer and actively seeks to forward diversity through its programs and hiring. Interested applicants should submit a cover letter and resume to [email protected] In addition to a salary commensurate with this role and experience, Montgomery offers benefits including a medical plan and tuition remission program.

Montgomery employees are bold, creative, and compassionate and seek to develop the same dispositions in their students. Our employees are skilled communicators with students, families, colleagues, and community partners. Focused on preparation for success in an ever-changing world, they promote authentic learning grounded in the environment and community around us. 

Joining our staff means you will grow and shape the unique learning environment defined by Montgomery School’s mission and values . We view everyone who works at the school as a role model and educator. Our staff are also adult learners who focus on personal growth and professional development. In addition to remaining current in best practices in their own work, Montgomery staff embrace signature strengths of the school including outdoor learning, character education and student focus on engaging and positively impacting their world. Our staff make all our beautiful work with children possible. 

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