Administrative Assistant

Job Summary

Castilleja is seeking a full-time Administrative Assistant to support the Associate Head of School for Finance and Operations (AHOS) and the Assistant Head for Curriculum and Community (AHCC). This year-round position will provide confidential, high level, professional administrative and project support.  We are looking for a candidate with a warm, calm demeanor who exhibits excellent organizational, planning, writing, project management and communication skills.  The ideal candidate will exercise the highest degree of discretion and good judgement, will be proactive in anticipating needs, and will respect the need for confidentiality when dealing with highly sensitive information.   

 

General Responsibilities

  • Manage day to day calendars and provide comprehensive support by strategic calendaring through Google Calendar

  • Coordinate internal and external meetings for, including but not limited to team meetings, full staff meetings, All Hands meetings, off- site meetings, one-on-one meetings, etc.

  • Ensure that urgent and priority correspondence, scheduling issues, etc. are communicated in a timely and effective manner

  • Assist in ad-hoc reporting and special projects as needed

  • Prioritize and manage multiple projects at once, following through, and handling issues in a timely manner

  • Organize and draft routine correspondence on behalf of the AHOS and AHCC

  • Create spreadsheets, and assist in editing spreadsheets and presentations

  • Work cooperatively and in partnership with other administrative assistant team members

  • Track receipts and process expense reports; manage check requests

  • Arrange professional travel and accommodations

 

Responsibilities specific to CUP and Master Planning

  • Work with various CUP and Master Plan partners including: traffic monitoring firm ; School Architects ; General Contractor; Garage Architect ; Land Use Attorney for CUP and Master Plan ; Public Affairs Communications Firm

  • Coordinate meetings; gather data; and provide assistance with hearing and meeting preparation; may work to schedule meetings

  • CUP – data management and data tracking and analytics as well as situation analysis

  • Master Plan – Working closely with AHOS, support project management 

  • Track public comment letters sent to Palo Alto City Council and working in partnership with communications create appropriate responses

  • Maintain Castilleja Supporter database

  • Track all letters sent to City Council by supporters and opponents

  • Material Preparation – Gather project data; format relevant data in preparation for City Council hearings and City Board meetings (planning; traffic; architectural review board)

  • Coordinate Calendar City Planning Staff and attorney to calendar meetings

  • Work in close collaboration with the Executive Assistant to the Head of School to schedule meetings with the City of Palo Alto; architects; and planning commissions

 

Board-Related and Curriculum Council Duties

  • Coordinate meetings, prepare meeting materials, take meeting minutes, and provide other duties as needed for the following Board Committees:

    • Buildings and Grounds Committee

    • Diversity, Equity, and Inclusion Committee

    • Finance Committee and its subcommittees

    • Investment Committee and its subcommittees

  • Schedule and coordinate meetings, prepare meeting materials, take meeting minutes, and provide other duties as needed for the School’s Curriculum Council

 

Qualifications

  • Bachelor degree or equivalent work experience

  • Highest level of professionalism and integrity

  • Ability to exercise discretion and good judgment with sensitive matters and information

  • Ability to remain calm and flexible in high pressure situations

  • Tact, diplomacy, and strong interpersonal skills

  • Excellent organizational skills and attention to detail as well as exceptional mental recall and memory

  • Exceptional written and verbal communication skills

  • Ability to take initiative, think critically, and problem solve

  • Ability to work collaboratively and effectively with various constituencies of the community

  • Familiarity with and willingness to explore and adopt new technologies

  • High level of proficiency with MS Office, Google (calendar, docs, email), web portals, and database software