Special Assistant to the Principal

Job Description

Job Description
Position Overview: The Special Assistant to the Principal supports the daily operations of the school by performing a wide range of administrative, clerical, and organizational tasks. This role requires strong communication, coordination, and problem-solving skills, as well as the ability to maintain professionalism and confidentiality. The Special Assistant works closely with the Principal, Assistant Principal, and Chief Operating Officer to ensure the smooth functioning of school operations. They also serve as the lead on admissions, managing inquiries, guiding prospective families through the enrollment process, and ensuring timely communication and follow-up.
Key Responsibilities:

1. Administrative & Clerical Support:
   • Manage the Principal’s calendar, schedule meetings and school events, and coordinate logistics.
   • Prepare, edit, and distribute correspondence, agendas, reports, and meeting minutes.
   • Maintain organized records, digital files, and documentation for school operations and leadership needs.
   • Assist with planning and organizing school-wide events, field trips, and special projects.
   • Support document preparation for meetings, compliance reporting, and internal communications.
   • Other tasks as assigned by school management.
     
     
2. Office Operations & Communication:
   • Answer and direct phone calls, emails, and in-person inquiries with clarity and courtesy as needed.
   • Assist in managing school-wide communication tools including newsletters, calendars, and announcements.
   • Support social media and website updates in collaboration with administration as directed.
     
     
3. Student & Family Support
   • Assist with student check-in/out procedures, attendance tracking, and daily transitions.
   • Monitor and maintain safety protocols during student arrival and dismissal.
   • Provide support in the classroom or other areas of the school as needed during staff absences or events.
   • Help coordinate and distribute intake and enrollment materials, permission slips, and other forms.
   • Maintain confidentiality in all matters involving students, families, and staff.
     
     
4. Admissions
   • Serve as the lead on admissions, overseeing the entire process from inquiry to enrollment.
   • Coordinate school tours, screenings, and onboarding logistics.
   • Utilize the School Administrative Lead to assist with data entry, family communication, records processing, as they relate to admissions-related tasks.
     
     
5. Project & Event Coordination
   • Assist with the coordination of school events, open houses, family nights, and professional development days.
   • Liaise with vendors, community partners, and PTA when necessary.
   • Maintain to-do lists and timelines for leadership projects and event planning.
     
     
6. Impartial Hearings Coordination
   • Act as the liaison between the school and outside counsel regarding student impartial hearings.
   • Ensure all required hearing documentation is organized and accessible within the school IT system.
   • Ensure all provider certifications are up to date and easily accessible.
   • Share requested documentation with outside counsel in a timely manner, sometimes within short deadlines.
     
     

Physical Requirements and Essential Functions:

• Ability to operate with frequent interruptions and moderate noise.
• Ability to sit or stand for extended periods and lift up to 35 pounds.
• Ability to kneel, bend, and reach to retrieve files and supplies.
• Daily use of computers, phones, and other standard office equipment.
• Assist with moving equipment/furniture as needed (up to 35 lbs).
• Visual and auditory capacity to monitor front entry and communicate clearly in person and by phone.
• CPR/First Aid certification preferred or willingness to obtain.
  
  

Qualifications:

• Required: Bachelor’s or Master’s Degree in related fields.
• Minimum 3 years experience in a professional environment, preferably a school.
• Strong organizational and time-management skills with the ability to prioritize and multitask
• Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, Drive), Microsoft Office, and Canva. QuickBooks is a plus.
• Friendly and professional demeanor with a customer service mindset.
• Demonstrated ability to maintain confidentiality and use discretion in sensitive situations.
• Comfortable working with children, parents, and school professionals.
• Ability to work independently and collaboratively as part of a team.
  
  

Benefits:

• Matching 401(k) (after 6 months)
• Dental insurance
• Health insurance
• Vision insurance
• Long term disability insurance
• Commuter benefits
• Generous leave package
• Training opportunities