Citizen, Scholar, Steward

Administrative Assistant to the Head of School

Kentucky Country Day School is currently seeking an Administrative Assistant to the Head of School (HOS). The Administrative Assistant to the Head of School is responsible for assisting the Head of School with a variety of daily tasks in a manner consistent with the mission and values of Kentucky Country Day School. This position will also support the Board of Trustees and will maintain research duties associated with the management of confidential data. This is a full-time, 12 month position.

Essential Duties and Responsibilities:

Supporting the Head of School (HOS)
  • Maintain HOS’s calendar (Google) and schedule appointments accordingly.
  • Assist HOS with local and non-local travel arrangements, directions, and other details.
  • Manage credit card charges, request for funds and billing receipt documentation for HOS Serve as a primary proofreader of materials and correspondence from the HOS.
  • Collect all “news” from the community that would allow the HOS to write a note or make a call, assist in communications, and maintain a record of who has been contacted and when.
  • Prepare blank notes and addressed envelopes for all student and faculty birthdays as well as other notes from HOS.
  • Co-manage process of birth, illness and death recognition with Alumni Coordinator.
  • Answer the HOS’s on-campus phone line.
  • Assist HOS in the creation of presentation materials/slides, which may include information from other administrators.
  • Assist when necessary with creating reports from the HOS to the board of trustees.
  • Lead development of annual school calendar by coordinating information collection among constituency groups.
General Duties
  • Welcome visitors by greeting them, addressing any questions, and providing on campus directions.
  • Answer the main phone line and run the main switchboard. Calls may go to an automated tool when unable to answer the phone.
  • Prepare meetings for the following groups: board of trustees, trustee committees, HOS, Associate HOS for Academics, and administrative team (refreshments, snacks, and/or meals, supplies (note pads, pens, etc.), A/V needs, etc.)
  • Maintain accurate email lists and queries from the school’s database, print labels, and assemble mailings for faculty/staff mailings, trustee mailings, and some event mailings.
  • Assist in travel and hotel arrangements as well as interview schedules for all candidates and guests of the school.
  • Lead event management and school “celebrations” including honorees, end-of-year luncheon, holiday gifting, Veterans Day, etc.
  • Manage all internal faculty award submissions.
  • Maintain membership/organization information - NAIS, KAIS, ISACS, INDEX, others as needed.
  • Maintain HOS offices inventory of supplies and hospitality.
  • Other duties as assigned by the Head of School.
Supporting the Board of Trustees
  • Manage confidential onCampus portal for trustees.
  • Record and post detailed minutes at board meetings.
  • Support development of annual committee meetings calendar.
  • Maintain accurate records of trustee roster and membership terms.
  • Manage annual submissions of Confidentiality & Conflict of Interest agreements.
  • Support committee chairs, as needed.
Attend professional development training as directed by the HOS.
Attend school wide faculty meetings.


Qualifications: 
  • Extensive experience and proficiency with Google products: Docs, Sheets, Calendar, Slides, Forms (surveys), GMail.
  • Experience using student management software (Blackbaud preferred) to access student academics and discipline record(s), student, family, and alumni contact info, build reports for data retrieval and/or analysis.
  • Proficiency with presentation software would be helpful, including dashboards and infographics.
  • Excellent organizational, communication, writing, and editing skills.
  • Ability to work with a wide range of individuals and to interact cheerfully and professionally with all constituents.
  • Ability to maintain confidentiality and professionalism is paramount.

Physical Requirements and Work Environment:
  • Ability to occasionally lift office products and supplies, up to 20 pounds.
  • Prolonged periods of sitting at a desk and working on a computer.

Cover letter and resume should be sent to personnel@kcd.org. Preferred application deadline June 20, 2024.
 
Kentucky Country Day School offers a comprehensive benefit package to all eligible, full-time employees the first day of hire. Including a generous retirement match up to 7.5%, relocation assistance, 50% tuition discount, and free lunch everyday school is in session. 
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4100 Springdale Road • Louisville, KY 40241 • (502) 423-0440 • Fax (502) 423-0445
Kentucky Country Day School is a private JK–12, coeducational school located on a spacious 80+ acre campus in Louisville, KY. KCD combines a rigorous academic program with a wide variety of athletic and extracurricular programs. Our outstanding faculty creates an intimate learning environment that is both challenging and supportive.