Administrative Assistant, Business Office

Brentwood School inspires every student to:

Think critically and creatively.

Act ethically.

Shape a future with meaning.

 BRENTWOOD SCHOOL

Administrative Assistant, Business Office

Brentwood School, a vibrant and diverse K-12 independent school, is looking for an Administrative Assistant to serve in the Business Office as soon as possible.

Job Description

The Administrative Assistant is deeply involved in the day-to-day work of Brentwood School with a variety of constituent groups.  The Administrative Assistant often acts as the first line of communication between Business Office personnel and the wider school community. Personal and Professional characteristics necessary for the position include: high energy and enthusiasm for school life; maintaining the highest level of confidentiality at all times; great organizational skills; technology skills; exhibiting a courteous and professional demeanor at all times; warmth and a sense of humor; a collaborative nature; and consensus-building skills; patience and persistence; and excellent communication skills.

This is a full-time 12-month, non-exempt position. The Administrative Assistant will report directly to the Chief Financial Officer.

Reports to: Chief Financial Officer

Duties & Responsibilities include, but not limited to:

 Chief Financial Officer Support

• Actively manage the CFO’s calendar and general correspondence with all constituents
  • Schedule requests for meetings or calls in consultation with the CFO
  • Identify & coordinate all meeting locations or conference numbers

• Manage incoming phone calls; arrange call backs, as needed

• Serves as a liaison with various Board Committee Chairs and Members in support of Brentwood School’s business, finance and operating activities including preparing materials for Committee and Board meetings, as needed
  • Coordinate with Assistant to the Head of School and Associate Head of School
  • Work with Technology, Events and Facilities Staff to ensure set-ups are in place

• Manage the CFO’s meetings and travel scheduling, including securing:
  • Meeting & conference registrations
  • Securing hotel accommodations and transportation, if required

• General Office Support
  • Greet and provide directions to parents, employees, students, contractors, and other visitors to the Business Office
  • Responsible for administrative tasks to support the HR Director and department
  • Act as first line of sight for the Director of HR and schedule meetings as needed with professionalism on highly sensitive information
  • Proactive calendar management, including arranging meetings, reserving conference rooms, and circulating call in numbers
  • Coordinate communication with applicants and schedule interviews
  • Assist Accounts Payable as needed
  • Serve as a liaison with all required divisional, financial, and operating department personnel in support of all Brentwood School activities, as requested
  • Manage interoffice and inbound/outbound mail including physically dropping off mail to USPS and FedEx
  • Maintain and order Business Office supplies
  • Maintain postage machine
  • Maintain Business Office Attendance
  • Assist Business Office employees with work order submissions
  • Work with insurance companies to issue certificates of liability insurance and student accident claims
  • Fill-in for Bookstore personnel when they are away from their area
  • Coordinate hiring, and overseeing Brentwood School’s Faculty/Staff Kids Camp
  • Initiate monthly credit card reconciliation process
  • Prepare monthly credit card sales tax report
  • Collect, log receipts, and process petty cash deposits monthly
  • Process weekly check deposits
  • Filing

• Other duties as assigned by the Chief Financial Officer

• Other Expectations
  • Engage in professional and personal development and commit to growth in the areas of diversity, equity and inclusion

• Participate and initiate opportunities that demonstrate one's growth, knowledge, and skills

Personal and Professional characteristics necessary for the position include: high energy and enthusiasm for school life; maintaining the highest level of confidentiality at all times; great organizational skills; technology skills; exhibiting a courteous and professional demeanor at all times; warmth and a sense of humor; a collaborative nature; and consensus-building skills; patience and persistence; and excellent communication skills.

COVID vaccination and Booster will be required for this position unless candidate has a legally valid exemption

The salary range for this position is based on annual $50,000 - $55,000 and will be prorated according to the period of time the candidate is employed in this role.

Brentwood School is dedicated to the creation of a diverse faculty and staff that better represents our student body and the city of Los Angeles. Information about our school can be found at www.bwscampus.com. Please mail or email a letter of interest and a resume directly to the Chief Financial Officer at the address below. In your letter, please highlight your education, experience and any other specific qualifications.  

Susanne McNeil Eng

Chief Financial Officer

Brentwood School

100 S. Barrington Place

Los Angeles, CA 90049

Email: smcneileng@bwscampus.com