Executive Assistant to Assistant Head of School for Strategic Enrollment (Project Management)
Oregon Episcopal School seeks an Executive Assistant to the Assistant Head of School for Strategic Enrollment to begin duties in August 2025. To be considered, please include a resume and cover letter.
OUR MISSION: Oregon Episcopal School educates students to realize their power for good as engaged citizens of the world.
ABOUT US: Founded in 1869, Oregon Episcopal School today occupies a wooded 59-acre campus where 880 students in Pre-K through 12th Grade share an excellent faculty, an inquiry-based curriculum, and a strong sense of community. The Upper School also includes a small boarding program of international and domestic students who live and learn together, enhancing the vibrancy of the school community.
The School values employees who seek to continually develop the OES Essential Competencies in themselves and others and are prepared to engage in a vibrant, diverse learning community. Committed to the professional development of our faculty, teachers are guided by the Learning and Teaching at OES faculty growth model.
As an Episcopal school, we are rooted in a rhythm of gathering and reflection that values and respects all beliefs and cultures. As such, we educate toward a larger purpose - toward inclusion and respect, service and justice and commitment beyond ourselves.
JOB SUMMARY:
The executive assistant to the assistant head of school for strategic enrollment provides professional level administrative support to the assistant head of school and to the OES Admissions Office to achieve the School's enrollment goals. The OES Admissions Office works to fully enroll and retain students while maintaining class compositions that encompass cultural, geographic, economic, gender, religious, racial, and ethnic diversity. The executive assistant supports these activities by performing a variety of duties, such as conference or meeting planning, preparing confidential or public documents or custom reports for a variety of internal and external audiences, making travel arrangements, receiving the visitors to the Admissions Office, managing the office, etc. In addition, the executive assistant may do project work as needed and, in the course of this work, exercise independent judgement and discretion as appropriate, under management guidance. In addition to the qualifications detailed below, the successful executive assistant will possess an enthusiasm for teamwork, problem-solving, service orientation, and a commitment to supporting the School's equity and inclusion objectives.
ESSENTIAL DUTIES:
Assist Registrar with Sevis management.
Flexible Tuition:
Oversee and manage supplemental aid requests.
Organize and present at the Flexible Tuition Night.
Manage Flexible Tuition applications
Provide support to Flexible Tuition (SSS) person who calculates FT awards
Communicate with families / be point person for questions
Responsible for sending out FT awards with enrollment offers
General office support: order supplies, sort and distribute mail, be responsible for general office upkeep, restock kitchen supplies, water plants, shop, maintain office storage areas, etc.
Support Front Desk: answer phones, greet students and parents, offer coffee, maintain cleanliness of public areas, refresh brochures, inventory and reorder admissions materials and give-away items, etc.
Work with the admissions marketing coordinator and the marketing and communications team to inventory and track usage of printed publications in the admissions office.
Arrange for catering and special set-ups for events, lend additional events support as needed.
Provide calendar support to the assistant head and admissions team. This includes scheduling committee meetings and parent interviews using both Google Calendar and online tools, such as Sign-up Genius.
Support Admissions Office travel, book lodging, and rental cars; prepare materials for trips and fairs.
Process enrollment contracts (Feb/March).
Create budget worksheets, reconcile monthly for the assistant head.
Process and track Visa expenditures for the department.
Create and maintain surveys using Survey Monkey.
Track materials check out/check in with other departments.
Maintain Admissions Office scrapbook.
Assemble admissions packets.
Additional duties as assigned.
