The Charles E. Smith Jewish Day School of Greater Washington (CESJDS) is seeking a highly organized executive assistant to provide support to the administrative team in the Middle School. The Middle School (grades 6-8) shares its campus with the High School (grades 9-12) and is part of a vibrant community into which new students, faculty and staff are warmly welcomed.

Department:      Middle School                 

Location:            Upper School Campus

FLSA Class:          Non-exempt, Full-Time

Hours:                 40 hours a week including benefits; 7:30 AM - 4:30 PM

Job Purpose:   The Middle School Executive Assistant provides direct support to the Middle School Principal, and collaborates with the Middle School Assistant Principal, the Middle School team and Upper School support staff. Administrative support for the Middle School includes a variety of special projects and general assignments supporting this fast-paced, dynamic institution. Candidates should love being around middle school-aged students and be comfortable working in a parochial setting. Work involves frequent contact and collaboration with faculty and staff, parents/guardians, students, and outside service providers requiring sensitivity, good judgment, and strong interpersonal skills.  Candidates must exercise considerable initiative to navigate challenges which may arise day-to-day and to anticipate and respond to administrative needs.

Essential duties and Responsibilities: Duties include, but are not limited to:

1. Provide direct administrative support to the Middle School Principal, including daily management of calendar, scheduling appointments, answering phone and email inquiries, proofreading communications, collecting pertinent details and information for weekly communications, and processing mail merge-type projects. All communication with internal and external stakeholders should be conducted in a consistent, timely, and warm manner. Close attention to detail is critical.
2. Coordinate the Middle School substitute process under the direction of the Middle School Assistant Principal; monitor the substitute email and identify substitute coverage expediently to ensure students’ safety throughout the day.
3. Provide programmatic support to Middle School Assistant Principal, Middle School Guidance, and Middle School Team leads, including developing spreadsheets and manipulating data, assembling information packets, program logistics, submitting work orders and room reservations, preparing presentations, coordinating transportation and food, processing payments, and attending meetings as needed for student, faculty/staff, or family programming.
4. Prepare background information for Middle School Principal’s use at meetings.
5. Organize and maintain the administrative suite, including ordering supplies and ensuring that the space remains inviting to students, faculty, staff, and families.
6. Partner with the Human Resources Department and Business Office to maintain a smooth and efficient system for processing invoices and payments, credit card reconciliation, and Middle School department budget tracking; timecard approvals.
7. Maintain grade level  B'nei Mitzvah calendars for families, B’nei Mitzvah funds to be utilized for the purchase of the B’nei Mitzvah class gift, and the donation to the grade’s chosen non-profit organization(s).
8. Collaborate with our Upper School Academic Dean, Information Technology Department, and Instructional Technology Department to create a seamless process for Student Led Conferences, Progress Reporting, and standardized testing for all stakeholders.
9. Collaborate with the Upper School administrative support team, including supplemental coverage of the front desk.
10. Coordinates the Supervision and Evaluation process implemented by the Middle School Principal, Middle School Assistant Principal, and Middle School Department Chairs. This includes scheduling evaluation meetings per the School’s Supervision and Evaluation Process Timeline; maintaining records of meetings; preparing evaluation reports; and maintaining confidentiality of all evaluation information and documentation.
11. Commitment to Diversity, Equity, Inclusion, and Justice (DEIJ)
12. Other duties as assigned.

Job Knowledge, Skills, and Abilities:

• College degree preferred.
• Minimum of 5 years experience with demonstrated success in an administrative support environment, preferably in an educational setting.
• Excellent oral and written communication skills, very close attention to detail, and ability to maintain and improve procedures and systems.
• Outstanding organizational, project management and problem-solving skills with impeccable multitasking and task prioritization abilities.
• Expertise with Google Suite (Docs, Sheets, Forms, Slides, Hangouts/Meet), MS Office (Word, Excel, Outlook, Access, Publisher), and Adobe, with the ability to learn new technologies and applications quickly.
• Familiarity with educational and budgeting technologies such as PowerSchool, Finalsite, Schoology, Concur, Paycom, Blackbaud, and AsureSpace desirable, but not required.
• Ability to exercise professional judgment and maintain confidential information.
• Strong capability to take initiative and work efficiently and demonstrated ability to work successfully in collaborative teams in a fast-paced environment, both independently and as part of a team.
• Exceptional interpersonal skills that convey warmth and a professional demeanor and demonstrated ability to work successfully in a collaborative team.

To learn more about this position and the School, visit https://www.cesjds.org/about/work-at-cesjds

 Work Environment:

• Staff may be asked to perform their work responsibilities on campus and/or at home. In both settings, the employee is required to maintain a professional environment.
• While on campus, classes may be operating either in person or in an alternative setting. Teachers are expected to be present and accessible for the entire school day (contracted hours), regardless of the setting.
• In accordance with the School's duty to provide and maintain a workplace that is free of known hazards, the School has adopted a mandatory Vaccination Policy to safeguard the health of our employees and their families and the community at large from infectious diseases such as COVID-19 and the flu, which may be reduced by annual vaccinations. This policy complies with all applicable laws and is based on guidance from the Centers for Disease Control and Prevention (CDC) and local health authorities, as applicable.

 The Charles E. Smith Jewish Day School is an equal opportunity employer. We evaluate all applicants without unlawful consideration of race, color, age, religion, gender, marital status, disability, veteran status or any other characteristic protected by applicable law. The School encourages candidates from diverse backgrounds to apply.