Germantown Academy, located in Fort Washington, Pennsylvania, is seeking qualified, experienced candidates for the position of Assistant to the Assistant Head of School and Chief Financial and Operating Officer, beginning July, 2021. This is a 12-month position which offers an excellent array of benefits and a highly competitive salary. The Academy, founded in 1759, is a non-sectarian, coeducational, college preparatory school of more than 1,100 students in Grades PK-12, located in the northwest suburbs of Philadelphia on a campus of 126 acres.

Candidates must exhibit an appreciation of, a sensitivity to, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological and ethnic backgrounds.  At Germantown Academy, we are committed to creating a learning environment that is as diverse as the broader, global world of which we are a part.  We value this diversity because it makes us a stronger community, enriches our thinking, and helps us to develop our collaborative spirit.

Qualified applicants will meet the following criteria:

Position Summary:  Reporting to the Assistant Head of School and Chief Financial and Operating Office, the Assistant will provide administrative support to both offices.  The Assistant will be expected to help create a sense of order in a fast-paced, high-demand work environment that requires discretion, good judgment, strong attention to detail, and the ability to prioritize.   The Assistant will provide administrative support in the following areas:

Assistant Head of School Responsibilities:   

1. Meet and welcome all visitors to the Assistant Head of School’s office.  Answer the phone, make appointments, and maintain and update the Assistant Head’s calendar.
2. Schedule bi-weekly and monthly meetings for the year with the Assistant Head of School and her direct reports.
3. Make all travel arrangements and create the itinerary for all trips involving the Assistant Head of School.
4. Attend committee meetings with Assistant Head of School as requested and record/transcribe/publish meeting minutes.
5. Reconcile monthly credit card statements in a timely fashion.
6. Pay particular attention to the All-School calendar and maintain a proactive tickler file to prepare the Assistant Head for the next event or phase of school life.
7. Review all incoming emails when the Assistant Head of School is out of the office.
8. Assist with the creation of PowerPoint (or other Microsoft Office software programs) presentations.
9. Work with the Executive Assistant to the Head of School to facilitate the calendar meetings with the other administrative assistants.   
10. Provide basic coverage as needed to Head of School Office.
11. Provide support to the Assistant Head of School with regard to the administration of the following programs: Kast Grants and Graduate Study.

Chief Financial and Operating Officer Responsibilities: 

1. Provide support for the Chief Financial Operating Officer including but not limited to; scheduling appointments, retrieving messages and all other duties as requested.
2. Record, transcribe and, after Chair approval, promptly publish minutes for the Finance, Facilities & Safety Committees.
3. Provide general support to the Director of Facilities in preparing for Facilities Committee meetings, scheduling appointments, overseeing and scheduling the Front Desk staff.
4. Assist Director of Facilities by updating calendars using FMX and Outlook.
5. Open and organize mail for the Chief Operating Officer.

Other Responsibilities:

1. Assist with all-school special events and projects as requested.
2. Attend administrative meetings as needed.
3. Other duties as assigned.

Qualifications:

1. A minimum of 7-10 years of senior/executive-level administrative assistant experience.
2. Exceptional word processing skills, including a proficiency in all Microsoft Office programs.
3. Ability to communicate clearly and appropriately, verbally and in writing.
4. Must demonstrate initiative and understand the need for strict confidentiality in all matters.
5. Strong organizational skills and ability to multi-task required.

Candidates who meet these criteria should apply online at:

https://www.germantownacademy.net/about/work-ga