Administrative Assistant to the Head of School

JOB DESCRIPTION

Job Title:      Administrative Assistant to the Head of School

Date:             7/17/2025

Job Class:    Academy Hourly PT 

Hours:          30 hours/week during school year

                     10-20 hours/ week (as needed) during the summer

Salary Type: Academy PT Hourly

Reports to:    Head of School

SUMMARY:

This position manages the day-to-day volume of clerical work for the Head of School. This individual works to support the Head of School by assisting with emails, parent meetings, calendar issues and day to day organization. They work to handle the high volume of people and demands that are put on the Head of School with multiple families and students who need attention. They work to assist the Director of Admissions and the Communications team with information regarding school activities.

As the Administrative Assistant, this position aids the HOS with school-wide communication, and will have responsibility to send mass-emails to families, and assist with the creation of the school weekly newsletter. This person will provide a communication center for the HOS and as directed for other members of the FBA leadership team to send communications in a timely manner and interface with other communications staff.

The Assistant will provide key analysis and assistance for the HOS’s individual development and fundraising efforts. This will involve setting up meetings and calls for the HOS, maintaining giving records, and facilitating group meetings, including ensuring regular mailings and communications from the HOS are on point and timely.

SPECIFIC RESPONSIBILITIES:

• Communicate daily with the Head of School


• Meet with Head of School and other Leadership Team members and document all agenda items.


• Organize calendar items for the Head of School


• Assist the Finance Committee with reconciliation of Academy credit card purchases.


• Bring budgeting concerns to the attention of the HOS in terms of managing spending and the academy budget.


• Coordinate with other church staff about the church/academy calendar and help to solve conflicts.


• Document parent and teacher meetings.


• Assist in the coordination and execution of fund-raisers and other special activities (immunizations, school pictures, vision screening, etc).


• Maintain electronic record of development meetings, calls, and gifts.


• Assist HOS and other staff in enrollment building and admissions efforts.


• Perform other tasks as directed by direct supervisor. 

REQUIREMENTS:

• A heart for the local church, a growing relationship with Jesus Christ and a passion to help others find and follow Jesus


• Highly organized with a strong attention to detail and a dedication to accuracy.


• Minimum of 2-4 years in office management and/or business organization. 


• Minimum education: high school diploma; PREFERRED: BA with an emphasis on writing and communication.


• Energetic and enthusiastic individual who is approachable, and committed to maintain a high level of confidentiality.


• Exceptional knowledge and understanding of First Baptist Academy.


• Exceptional knowledge and understanding of office organization and support. 


• Proficiency in Google suite and/or office applications.


• Familiarity with or willingness to learn standard school database and giving systems.


• Excellent verbal and written skills.  

CONCLUSION:

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. This is not an all-inclusive list of responsibilities, duties, and skills required of personnel. Further, this job description is not intended to limit or in any way modify the right of any supervisor to assign, direct and amend the work of any employee under his/ her supervision. Employment is at the will of the employer and either the employer or the employee may terminate the employment with or without cause at any time.

First Baptist Powell provides equal employment opportunities to all employees and applicants for employment based on qualifications, character, spiritual fitness, abilities, merit, and furtherance of our religious goals and curricula. Subject to our rights as a religious institution, First Baptist Powell abides by all state and federal laws prohibiting discrimination against applicants and/or employees on the basis of race, color, ancestry, national origin, age, marital status, disability, status with regard to public assistance (including pregnancy, childbirth, and pregnancy-related conditions), or other legally protected class categories.