Executive Assistant to Head of Middle School

About Léman

Léman Manhattan is the only independent school in Lower Manhattan serving students from 12 months through Grade 12, offering a rigorous International Baccalaureate (IB) Programme in one of the world’s most dynamic educational environments. Consistently ranked among New York’s top private schools by Niche (#29 K–12, #5 Arts, #3 Boarding, #3 Diversity), Léman is also NYC’s only boarding school and the first private school to achieve acceptances to all Ivy League institutions within its first decade of graduates. Our community represents over 130 countries, fostering a global perspective and inclusive culture. Blending distinguished tradition with cutting-edge innovation, Léman prepares students for the rapidly evolving college and career landscape—guided by our mission: “Each student, future prepared.”

This role is part of Léman Manhattan's exciting and collaborative learning community offering an engaging and challenging academic program for all students. Each employee demonstrates a commitment to anti-bias and anti-racism work and to fostering an inclusive learning community. As an international school with a global outlook, Léman Manhattan utilizes the International Baccalaureate Programme's philosophy to equip students with the knowledge and skills to become thoughtful, engaged leaders. As a school community, we are committed to promoting diversity, equity, belonging, and justice, and to holding ourselves accountable for addressing harm, repairing relationships, and continuing to learn together.

Responsibilities

• Manages day-to-day operations of the Middle School office in support of students and faculty
• Works with Registrar to support student schedule changes as needed
• Attends weekly or biweekly meetings with Head of EC, LS, and MS and Assistant Head of Middle School
• Presents as a positive representation of the school with a solution-oriented approach
• Schedules and coordinates calendar for the Division Head and makes all meeting arrangements
• Produces agendas and materials needed for administrative meetings
• Provides confidential, consistent, and professional support to both Division Heads, faculty, and staff
• Manages a variety of projects and assignments
• Develops and implements streamlined systems and processes across various areas to support smooth operation of MS
• Coordinates Family Conferences, ensuring efficient coordination and communication
• Creates presentations using PowerPoint, Prezi, Keynote, etc. as needed
• Generates daily MS attendance report; monitors late arrivals and early dismissals
• Maintains the Time-Off Calendar for designated subset of employees
• Monitors Middle School supplies and ordering in collaboration with Business Office
• Maintains Middle School budgets and processes related to purchasing (purchase orders, reimbursements, etc.)
• Attends a variety of school-organized social events/functions
• Undertakes all other administrative duties as assigned by the Head of EC, LS, and MS contributing to the efficient operation of the Division
• Participates in MS Curriculum Nights and other evening events hosted by the MS Division, representing and supporting the Head of EC, LS, and MS
• Manages supply needs for the Middle School, including classroom supplies, photocopying needs, etc.
• Manages facility requests, calendaring, and event planning for Middle School events and Head of EC, LS, & MS
• Maintains accurate and consistent signage (e.g., elevators, door badges) in the Upper School in collaboration with facilities
• Conducts Summer Facilities Walk-throughs
• Manages uniform information, uniform exchange, and lost & found logistics
• Coordinates school trip logistics and planning, including multi-day grade level overnight trips
• Coordinates Grade 8 Moving-Up Ceremony in collaboration with Head of EC, LS, & MS and Assistant Head of MS
• Completes NPSIS student entry and coordinates OMNY card transportation for Middle School and High School students in collaboration with Executive Assistant to Head of EC & LS
• Supports Head of EC, LS, & MS in updating student PowerSchool discipline and important notes records
• Creates daily (faculty) and weekly communications (families, faculty, and staff) in collaboration with the Head of EC, LS, & MS and acts as a point person for updates
• Serves as communication liaison with the Middle School community
• Coordinates schedules for picture day in collaboration with the Executive Assistant to the Head of Middle School and the Communications’ team
• Tracks student attendance and communicates with families for entire Upper School
• Supports Director of Fine Arts with department orders, Fine Arts’ events (including calendaring), photocopying, reimbursement requests, facilitating vendor payments, and other administrative tasks as needed
• Attends biweekly meetings with Director of Fine Arts
• Produces agendas and materials needed for administrative meetings
• Provides confidential, consistent, and professional support to Division Head, faculty, and staff
• Supports daily duties in Middle School as needed
• Composes, types, proofs, and edits professional correspondence, memoranda, emails, and other records received and disseminates on time as needed
• Manages a variety of projects and assignments
• Creates presentations using a variety of presentation resources including Google Slides, PowerPoint, Prezi, Keynote, etc.

Requirements

• Bachelor's Degree or significant relevant experience
• 3-5 years of experience in an administrative support position in an educational or corporate setting
• Ability to juggle multiple priorities/projects
• Attention to detail and organization
• Proactive; ability to anticipate needs
• Excellent verbal and written communications skills
• Strong technical skills, including proficiency in Google applications, database management (experience with PowerSchool and Schoology is a plus), and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Demonstrated patience, collaboration, flexibility, and collegiality with supervisor, colleagues, students, and families
• Discretion and ability to maintain respect for confidential information
• Cultural competence
• Commitment to the school’s mission, core values, and inclusion statement