Academic Administrative Assistant

Position Title: Academic Administrative Assistant

Position Type: Full-time

Department: Academics

Classification: Hourly

Reports To: Associate Head of School

Job Summary

The Academic Administrative Assistant provides high-level administrative and organizational support to the Associate Head and the Division Heads and plays an important role in the effective day-to-day operation of the academic division. This position requires exceptional organization, attention to detail, discretion, initiative, and the ability to manage multiple priorities in a fast-paced school environment.

The successful candidate will be a proactive and service-oriented professional who anticipates needs, communicates effectively with students, families, faculty, and staff, and handles sensitive and confidential information with sound judgment and professionalism.

Essential Job Duties

Administrative & Executive Support

• Provide comprehensive administrative support to the Associate Head and the Upper and Middle School Division Heads, including calendar management, scheduling, meeting coordination, correspondence, and preparation of materials.

• Anticipate upcoming deadlines, meetings, events, and administrative needs and assist the Associate Head and Division Heads in maintaining priorities and follow-through.

• Prepare agendas, presentations, reports, correspondence, spreadsheets, charts, graphs, and other materials as needed.

• Assist with special projects, research, data collection, and preparation of information for academic leadership.

• Maintain organized electronic and physical files and ensure records and documentation are accurate and readily accessible.

Academic Division Support

• Support the daily administrative needs of the academic division and serve as a resource for faculty, students, and families.

• Assist with the coordination of academic meetings, faculty events, parent meetings, student programs, and other division activities.

• Support academic processes, calendars, deadlines, and communications throughout the school year.

• Coordinate logistics and materials for meetings, events, and programs, including scheduling, facilities, technology, communications, supplies, and other operational needs.

• Assist with purchasing, gathering, and picking up supplies and materials for School-sponsored events, programs, meetings, and activities as needed.

• Provide additional administrative and logistical support for academic leadership initiatives and programs as assigned.

Student Life & Auxiliary Program Support

• Collaborate with the Director of Auxiliary Programs to provide administrative and logistical support for student life experiences, special events, and summer programming.
• Assist with the coordination and execution of student activities and experiences, including scheduling, registrations, communications, supplies, facilities, transportation, and other program needs.
• Support Summer at TMI and other auxiliary programs with administrative functions such as program preparation, participant information, materials, communications, and event logistics.
• Provide on-site support for student and summer events as needed, demonstrating flexibility and a willingness to assist with the practical details necessary for successful programs.
• Work collaboratively across departments to ensure student experiences and programs are well-organized, welcoming, and professionally executed.

Communication & Community Relations

• Serve as a welcoming and professional point of contact for students, parents, faculty, staff, and visitors.

• Draft and distribute communications on behalf of the Associate Head and the Division Heads as appropriate.

• Respond to inquiries professionally and promptly while exercising good judgment regarding matters requiring escalation to the Division Heads.

• Develop positive and collaborative relationships across the School community.

Organization, Confidentiality & Professional Judgment

• Manage multiple assignments simultaneously, appropriately prioritizing work based on urgency, importance, and established deadlines.

• Handle confidential student, family, personnel, and School information with the highest level of discretion and professionalism.

• Exercise sound judgment and initiative in addressing routine matters independently while recognizing when issues require the attention of the Associate Head and the Division Heads.

• Maintain a high degree of accuracy and attention to detail in all work.

Other duties as assigned by the Division Heads.

Education

Bachelor's degree preferred; equivalent combination of education and relevant administrative experience will be considered.

Experience

Prior administrative or executive support experience, preferably within an educational or professional environment.

Skills

• Exceptional organizational and time-management skills with demonstrated ability to multitask, prioritize assignments, and meet deadlines.

• Excellent written and verbal communication skills.

• Strong interpersonal skills and a warm, professional, service-oriented approach.

• Demonstrated understanding of confidentiality and the ability to exercise discretion and sound judgment.

• Proficiency with Google Workspace and/or Microsoft Office applications, including Word/Docs, Excel/Sheets, PowerPoint/Slides, email, calendars, and shared file systems.

• Demonstrated ability to create professional presentations, spreadsheets, charts, graphs, reports, and other visual materials.

• Ability to learn and effectively utilize School information systems and other technology platforms.

• Strong attention to detail and commitment to producing accurate, professional work.

• Ability to work independently, take initiative, anticipate needs, and adapt to changing priorities.

Working Conditions

Standard office atmosphere located inside a building with no hazardous or significantly unpleasant conditions.

May be exposed to outdoor elements while supporting school events.