Executive Assistant to Director of Secondary School Advising

Staff / Full-Time

Eaglebrook School, Deerfield, MA

Executive Assistant to Director of Secondary School Advising


The Position 


The Executive Assistant to Director of Secondary School Advising manages the SSA office and assists the Director in all aspects of the counseling and school placement process. The Executive Assistant serves in five key capacities, including Secondary School Advising, SSAT management, technology and data, office management, and assisting with Secondary School Advising events. Other activities to enhance Executive Assistant’s interaction with Sixth and Fifth Form students may include snack distribution, lunch with the students, etc. 


The Executive Assistant reports to and works closely with the Director of Secondary School Advising (note: Fifth Form = 8th grade, Sixth Form = 9th grade). The Executive Assistant has a strong interest in working with middle school boys in the context of a fast-paced, interactive, and collaborative office and embodies active listening, empathy, problem-solving, and clear communication


We are seeking a candidate who


  • Demonstrates outstanding communication, organization, listening, writing, and presentation skills
  • Has outstanding attention to detail and data-management skills with interest in learning new technologies and improving systems
  • Enjoys working with middle-school-age children and values the commitment and rewards of community living
  • Has the ability to interface and collaborate with multiple constituents and audiences within and outside of the organization
  • Prizes collaboration, maintains confidentiality, and is also a self-starter


Education and qualifications


  • Bachelor’s degree and 1 to 3 years of experience in a boarding school or commensurate experience 
  • Experience in the secondary school advising process or related experience in admissions and/or communications 
  • Proficiency with a range of software, such as Blackbaud, G Suite, Microsoft Office, Excel, and Office 365
  • Has a valid driver’s license and successful completion of a CORI background check

The Five Key Capacities:


Secondary School Advising

  • Support the Director of Secondary School Advising with Sixth Form students in all aspects of the process 
  • Work with the Director to prepare Fifth Form students for the secondary school process in their upcoming Sixth Form year
  • Assist the Director with student and parent informational meetings
  • Manage and process application materials 

SSAT Management

  • Oversee and manage the SSAT process as site administrator in coordination with the Director
  • Be present for Saturday morning SSAT proctoring 


Technology and Data 

  • Design and manage data systems with the goal of improving student outcomes and SSA office processes
  • Manage and maintain digital student files, run reports, enter and retrieve data
  • Demonstrate a high level of comfort and proficiency with and/or capacity to learn a range of software such as Blackbaud, G Suite, Microsoft Office, and Office 365 


Office Management 

  • Receive visitors to the SSA office
  • Maintain and manage SSA office and Director’s schedule, including student appointments, secondary school visits, and parent meetings
  • Assemble and send mailings, announcements, letters, and surveys to parents, students, and schools: email and hard copy
  • Answer calls and messages for SSA office
  • Post SSA announcements on digital signage and SSA bulletin board


SSA Events: 

  • Assist with SSA event planning
  • Be present at special SSA events during the evening and/or weekend, including Fall Country Fair, Winter Carnival, and Spring Secondary School Fair

Eaglebrook School

Deerfield, MA
Middle School, High School
Boarding, Day