Executive Assistant, Office of the Associate Head of School for Academics

Position: Executive Assistant, Office of the Associate Head of School for Academics Location: Newton Country Day School, 785 Centre St. Newton, MA Schedule: Full-time, year-round, 7:45 am – 3:45 pm, some evening events required Salary: $63,000-75,000 Position Summary Newton Country Day School of the Sacred Heart seeks a dynamic, organized, detail-oriented, flexible multi-tasker to support academic operations in the Office of the Associate Head of School for Academics. As a trusted partner to the Associate Head of School for Academics’ team, including the Registrar and the Director of College Counseling, this role directly supports the school’s academic operations. The role blends high-level executive support with collaboration on a dynamic team of educational leaders. The ideal candidate is a clear communicator who works nimbly and independently, writes effectively, streamlines processes, and takes initiative. The candidate must practice confidentiality and uphold boundaries appropriate to a highly relational school community. Key Responsibilities Responsibilities include collaborating with key constituencies and managing significant individual tasks. Administrative Support to the Associate Head of School for Academics Coordinate meetings, calendars, projects, and priorities Prepare meeting agendas and documentsReview and reconcile budgets and assist with submitting expense documentationSupport special projects Academic Office Operations Daily Operations Serve as a member of the Academic Office Team and provide administrative support as relevant to the RegistrarManage and support proctoring for classes and assessmentsCover the Front Desk during the Front Lobby Coordinator’s daily lunch or absence Record Management and Course Selection Support Support the course selection workflow by facilitating departmental course recommendations and distributing to advisors Event Management Coordinate logistics, including creating and managing work orders, operational schedules, materials, and artifacts, for major academic events. Bookstore and Summer Assignments Manage the MBS virtual bookstore Standardized Testing Support (AP, PSAT, SAT, ACT) Manage registration and planning for on-campus AP, PSAT, SAT, and ACT testing, including managing testing contracts, ordering materials, uploading student rosters, creating space and proctoring plans, submitting work orders, drafting communications, and coordinating class meeting time with Deans to test digital testing apps College Counseling Program Support Manage the Scoir Database, including annual system rollover, new school profile, counselor assignments, adding new students, batch uploading GPA data, transcripts, and other supporting documents, and uploading score reports from College Board and ACTAssist with tracking student applications and teacher letters of recommendation Support college counseling event work orders, set-up, calendaring, communications, and RSVPsSupport college counseling culture building, including managing special events to support 11/12th grade students and organizing thank-you cards for recommending teachers Qualifications Bachelor’s degree required.Experience in both administrative assistant and office management roles.Excellent verbal communication skills, as well as strong writing, editing, and proofreading skillsExperience handling sensitive and confidential information with discretion and sound judgment.Strong time-management skills; can work independently with minimal direction.Proficiency with Student Information Systems, preferably VeracrossProficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Sites)Experience in an educational or nonprofit setting preferred Physical Requirements And Work Environment Works at a desk and on a computer screen for extended periods.Move about multiple buildings and outdoor spaces connected by external walkways and stairs Newton Country Day School is an equal opportunity employer. MA law requires fingerprint-based and criminal offender record information (CORI) checks for all employees working in public and private schools. To apply: send a cover letter and resume to Ellen Levine: elevine@newtonsh.org