Position Description (What you will do):

The Administrative Assistant to the Head of Middle School provides administrative support to and facilitates the well-ordered functioning of the Middle School. The Administrative Assistant organizes, coordinates, and performs administrative duties requiring independent judgment, compassion, and confidentiality. Strong organizational and communication skills, attention to detail, adherence to deadlines, and a professional demeanor are essential to this position. Comfort with Middle School students and faculty is essential to the work of the position. It is important that this person enjoys both the details of the inner workings of the School and appreciates how the details inform the larger picture.

You’re excited about this opportunity because you’ll....

• Serve as a representative of the Middle School, answering questions, resolving issues, and making connections, always ensuring the Middle School is represented in a professional, hospitable, and responsive manner
• Organize, coordinate, and perform administrative duties requiring independent judgment, compassion, and confidentiality
• Create a welcoming and professional environment for students, parents, faculty, and staff
• Maintain the master calendar for Middle School students and faculty
• Assist in maintaining the Head of Middle School’s online calendar in Microsoft Outlook; prioritize requests for the Head of Middle School’s attention by managing the scheduling of meetings and appointments, coordinate activities and agendas, handle correspondence, and use tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances
• Oversee the Middle School office to ensure smooth and efficient workflow, including ordering office supplies, handling mail distribution, maintaining documentation and accurate records (transcripts and progress reports), reviewing audit trails, processing receipts, and ensuring timely updates in an organized work environment.
• Plan and coordinate Middle School events, including evening events, faculty meetings, parent coffees, assemblies, and Eighth Grade Graduation obligations
• Attend meetings and take notes as needed
• Review, edit, and proofread various documents and in partnership with Communications Office
• Provide strategic and logistical support and management of special projects and institutional priorities identified by the Head of Middle School
• Serve as a key member of the Middle School team during emergency and emergency drills
• Other duties as assigned by and in support of the Head of Middle School

We’re excited about you because you have...

• High School diploma required, Bachelor’s degree preferred
• Proven experience as an Executive or Administrative Assistant
• Superior organizational skills, project management experience, and logistical skills
• Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, co-workers, parents, alumnae, volunteers, trustees, and the public
• Discretion and the ability to handle confidential and sensitive matters appropriately
• Proficiency in managing multiple priorities strategically and under tight deadlines, while maintaining a high degree of accuracy
• Advanced understanding and ability to use technology, including Microsoft Windows and Office products, including a proficiency in the ability to mail-merge in Word and perform basic functions and formulas in Excel; prior experience with Enterprise Resource Programs such as BlackBaud is preferred. 
• Must have the ability to work in a school environment through satisfactory completion of all legally required and School-required background and screening checks and verifications, including criminal and sex offender background checks

Why you'll love working at Hockaday...

• You’ll join a mission-driven, joyful community that believes deeply in the limitless potential of girls.
• We are a community grounded in the Hockaday Cornerstones—Character, Courtesy, Scholarship, and Athletics—and you’ll bring these values to life in your daily work.
• We are energized by meaningful challenges, embrace a growth mindset, and seek creative solutions that positively impact our students.
• We honor our rich traditions while embracing innovation across all areas of the School.
• We value diverse perspectives and cultivate an environment where every voice is respected and every community member feels they belong.
• We work collaboratively, support one another, and take pride in the strong professional relationships that define our community.
• We offer competitive compensation and insurance packages, including medical, dental, vision, life insurance, and long-term disability benefits.
• Lunch is provided daily during the school year.
• We value professional development and offer extensive opportunities for you to grow, including networking with colleagues, conducting research with college professors, and even traveling the world!

In this role, you will....

• Participate in all requisite School trainings prior to the start of the school, and throughout the School year. 
• Attend required staff development and training sessions throughout the year
• Attend periodic in-service meetings
• Acknowledge receipt of the current Employee Handbook and are responsible for reviewing the contents and abiding by rules, policies and procedures stated in the Handbook or otherwise by the School
• Abide by Hockaday’s Code of Ethics and Conduct
• Commit to the ideals expressed in Hockaday’s Tenets of Staff Excellence

Physical Requirements and Work Environment:

• Regularly works in standard office conditions and climate, occasionally works outdoors in varying weather conditions and climate
• Regularly uses close and distance vision, including working at a computer screen for extended periods of time
• Frequently required to move around the office; works at a desk for extended periods of time; frequently moves around campus
• Ability to occasionally move items weighing up to 30 lbs. across the campus
• Frequently works in an occasionally stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions
• Ability to occasionally work flexible hours to support before and after-school or weekend events
• Ability to maintain appropriate boundaries with students, fellow staff and community members

About The Hockaday School:

The Hockaday School is an independent, college preparatory school for girls of strong potential and diverse backgrounds who may be expected to assume positions of responsibility and leadership in a rapidly changing world. With an enrollment of more than 1,100 students, The Hockaday School is the nation’s largest prekindergarten through grade 12 independent girls’ school. Ranked among the country’s finest college preparatory schools, it was founded over a century ago and continues today to build on its original Four Cornerstones: Character, Courtesy, Scholarship, and Athletics.

Hockaday’s faculty are recognized as experienced leaders in their field and students in every grade benefit from outstanding faculty and access to unmatched resources.  Families who choose Hockaday care deeply about providing their daughters with a comprehensive and rigorous education, both inside and outside the classroom. Hockaday’s student body reflects the diversity that is deeply valued by the School.

Limitations and Disclaimer:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.  This job description reflects administration’s assignment of essential functions; and nothing in this herein restricts administration’s right to assign or reassign duties and responsibilities to this job at any time.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.

The Hockaday School is an equal opportunity employer. It is our policy not to discriminate, and to comply with all applicable state and federal laws prohibiting discrimination in employment based on race, color, sex, sexual orientation, creed, religion, national origin, ethnicity, age, disability, veteran status, or other applicable protected classification.