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Administrative Assistant to Middle School Director - Menlo School

  • 19 May 2023 3:48 PM
    Message # 13204275

    We are seeking a motivated, inspired, and seasoned Administrative Assistant to support the Middle School Director.  The ideal candidate will have exceptional writing and communication skills, and strong organizational skills. This position also will share responsibilities with the Middle School Registrar, serve as the liaison between the Middle School Director and the larger school community, and requires a high level of diplomacy and discretion.

    Primary Responsibilities:

    Responsibilities include but are not limited to:


    • Schedule and maintain the Middle School Director’s demanding calendar in coordination with and using the GOOGLE School Master Calendar.

    • Prioritize and resolve schedule conflicts, and handle scheduling challenges arising from urgent requests, act as a gatekeeper while also making the Middle School Director available and accessible

    • Anticipate calendar needs several months or more in advance to ensure proactive and effective scheduling.

    • Be proactive in anticipating the various events of the school year and anticipating the Middle School Director participation in these events.


    • Screen the Middle School Director’s phone calls and visitors to ascertain urgency, decide whether the Director needs to personally respond and, if possible, respond to query or route query to the appropriate Menlo School employee for proper response and follow-up.

    • Respond to letters, emails and phone calls and general correspondence of a routine nature quickly and accurately.

    • Prepare and maintain minutes for Middle School faculty meetings and other meetings as required.

    • Organize and maintain both paper and electronic files and relevant documents.

    • Secure information or relay requests of the Middle School Director which may be urgent and confidential in nature.

    • Draft correspondence based upon notes or general instruction.

    Middle School Faculty/Staff Support and Coordination

    • Communicate email agendas, minutes, and supporting documentation for all middle school faculty  meetings.

    • Attend all faculty meetings, take minutes, and track attendance.

    • Assume responsibility for special projects for and as assigned by the Middle School Director.


    • Cheerfully and efficiently support the goals of the school and the Middle School Director in innovative ways.

    • Complete expense reports and track the Middle School Budget.

    • Arrange travel for the Middle School Director as necessary.

    • Maintain and update standard letters.

    • Serve on administrative committees as needed.

    • Schedule Middle School faculty evaluations.

    • Coordinate all candidate phone calls, visits, and interviews with the Middle School Director, Departments, and Head of School office.

    • Actively look for ways to support the Middle School, to improve processes, and to assist others in the division.

    Required knowledge, skills, abilities and experience include but are not limited to:

    • Advanced written and verbal communication skills.

    • Ability to create, proofread, edit, and oversee communications materials.

    • Ability to have thoughtful and clear expression, with emphasis on information-gathering and writing skills.

    • The ability to see what needs to be done and to take initiative in doing it.

    • Ability to create surveys

    • Proficiency with Microsoft Office (Word, Excel, PowerPoint) and familiarity with database functionality and portal management.

    • Expertise in Google calendaring; Google documents; spreadsheets; forms.

    • Ability to work with a wide range of individuals and to interact cheerfully and professionally.

    • Bachelor of Science or Bachelor of Arts preferred.

    • Minimum of an A.A. with at least four years of prior, relevant experience.


    We Offer:

    • An exceptional work environment and caring community

    • Excellent professional development opportunities

    • Highly competitive salary

    • Full-time employees are eligible for a comprehensive benefits package that includes generous contributions to a retirement plan. Learn more by going to

    • Free lunch on campus when school is in session

    • On-campus child care center 

    • Tuition remission

    • Many other perks and benefits

    To be considered for this position please submit your resume and cover letter through our portal:

    We look forward to hearing from you!

    About us:

    Menlo School is an independent, coeducational, college preparatory school for students in grades six through twelve. Located in Atherton, California, and established in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

    Menlo is dedicated to providing a challenging academic curriculum complemented by outstanding creative arts and athletic programs. The School helps students develop positive values and nurtures character development in a supportive environment that upholds the highest moral and ethical standards. Our program encourages students to reach their fullest potential and to develop the skills necessary to respond intelligently and humanely to the complexities of a diverse and increasingly interconnected world.

    At Menlo School, equity, diversity, inclusion and belonging are at the core of our organizational identity. Through our daily efforts, the School demonstrates a shared commitment to the development of all stakeholders by supporting a campus ethos where equity, diversity, inclusion and belonging reflect the major cornerstones of our community.

    Our equal opportunity employment policy:

    Menlo School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants. We administer all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law.

    Pay range:

    In the spirit of pay transparency we share the base salary range for this position for the 2023-2024 academic year. The full pay range, which encompasses all experience levels is $75,000 - $105,000. Within this broad range, we pay each Faculty member in accordance with what could be reasonably expected based on an individual's experience level. Base salary is exclusive of fringe benefits, retirement plan employer contributions or potential stipends (for eligible employees). Pay ranges at Menlo are reasonable estimates of what the School anticipates paying for a role but are not guaranteed. If hired at Menlo School, your final base salary will be determined by factors such as skills, education, experience, job level, part-time status and number of months of work per academic year. In addition to those factors, we believe in the importance of pay equity and consider internal equity with our current employees as a part of any final offer. Please keep in mind that the generous range mentioned above is the full base salary range for the role. Hiring at the maximum of the range is not typical for Menlo School in order to allow for future and continued salary growth.

Cal-ISBOA is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CP® or SHRM-SCP®. For more information about certification or recertification, please visit

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