Jobs

Job Title: Administrative Assistant to Division Heads

Reports to: Assistant Head of School

Start Date: August 2024

About Brookwood School:

Brookwood is an Early Childhood through Grade 8 independent school of about 300 students located on a beautiful 30-acre wooded campus in Manchester, MA, on the coast of the North Shore of Boston. At Brookwood, kids come first—not the test, not trophies, not to-do lists. We know how kids learn best. Every day, we use our expertise to challenge kids intellectually and ensure they feel valued so that they can grow into their best selves. Our program focuses on fostering a joyful community of lifelong learners and upstanding global citizens who embrace a culture of curiosity, kindness, and academic accomplishment. Brookwood also offers a playful, collaborative work environment for 85 faculty and staff who go the extra mile to do what is best for kids. . 

Job Summary:

The Administrative Assistant to Division Heads plays an integral role in ensuring the smooth running of each division by providing crucial administrative support to the Head of Lower School and the Head of Upper School.  This will include managing each Head’s schedule, assisting with communications and reports, coordinating substitute teachers, and support with organizing and running events. The Administrative Assistant serves as an essential source of information for employees, students, families, and visitors. In doing so, helps to set the tone for Brookwood being a forward-looking, kind, and joyful community. The Administrative Assistant will embody and communicate the school’s mission and core values in all aspects of work and communication.

Job Responsibilities:

• Substitute Coordinator 

• • • Communication with individuals on the substitute list to cover absences
    • Coordination of internal coverage if outside substitutes are not available
    • Coverage of classes if available

• Assisting the Head of Lower School and Head of Upper School

• • Closely manage each division head’s yearly, monthly, weekly & daily schedule 
  • Anticipate and help inform each Division Head for meetings and events
  • Produce letters, and internal documents necessary for each division head
  • Regularly prepare and edit emails, newsletters, presentations, spreadsheets, reports, and other important documents

• Management and Coordination 

• Assist with the communication and scheduling of  job/position searches including:

• • • Posting job postings on various sites
    • Organizing candidate files as they are submitted
    • Communicating with candidates in hiring searches
    • Coordination and scheduling candidate visits on campus
  • Coordinating information regarding students and faculty including: 
    • Upper School: Tributes, Steep Week, Class and section lists, Lunch tables
    • Coordinating coverage of duties for recess, lunch, study hall, etc.
    • Duties as assigned (recess, lunch, study hall, etc.)

• School Calendar & Events 

• • Keep an active view on forthcoming events to help with coordination and reduce conflicts of resources
  • Submit Event set up forms to maintenance team and liaise closely with the Kitchen Manager and Maintenance Team for division-specific school events
  • Support other administrative staff when required

Required Skills:

• Outstanding project management and organizational skills
• Ability to happily multitask effectively
• Strong customer service skills  (both external and internal) 
• Advanced writing and editing skills 
• Ability to work under pressure both independently and within a team-oriented environment 
• Attention to detail/accuracy, timely implementation, and quality performance is crucial
• Task and deadline-driven, ensuring expediency of next steps and follow-through
• Knowledge of standard office administrative practices and procedures
• Ability to use technology & databases to work efficiently (Google, Google Calendar & Veracross an advantage)

Personal Attributes:

• Warm, approachable, welcoming, and excellent sense of humor
• Strong integrity, excellent discretion, and honesty 
• Ability to manage highly confidential and sensitive information and situations with sensitivity, diplomacy, and professionalism 
• Willingness to play an active part in the full life of a busy school 
• Respects, affirms, and protects the dignity and worth of each member of the community and exhibits moral and ethical behavior at all times
• Sets clear professional boundaries while building strong relationships 
• Strong work ethic and professional judgment
• Dedicated to life-long learning 
• Ability to find genuine joy in all that comes with working in a busy and warm elementary and middle school 

Preferred Qualifications:

• 4-year degree
• Previous experience in a school setting and/or in a similar position

We strongly encourage applications from People of Color, LGBTQ+ candidates, or candidates from communities that are historically underrepresented in independent schools. We are committed to an inclusive school experience for all those who come to work at Brookwood. 

To Apply:
To apply, please email your cover letter and résumé to Jen Greene, receptionist, at : jgreene@brookwood.edu, 

We will be reviewing applications on a rolling basis.