Administrative Assistant to the Head of School

New York, NY
Full Time

CGPS Mission Statement

CGPS nurtures each student’s unique passions and talents inside and outside the classroom, unifying and inspiring members of its community in a rigorous but relaxed learning environment, preparing them for the finest colleges and instilling in them the confidence, ethical values and sense of purpose to embrace challenges, to achieve their dreams and to improve the world.


Administrative Assistant to the Head of School 

Columbia Grammar & Preparatory School seeks a full-time Administrative Assistant to the Head of School. The ideal candidate possesses strong technical and organizational skills, communicates effectively, has a problem-solving orientation, and takes initiative, all in the name of supporting the mission of the school.



  • Bachelor’s degree required.
  • Minimum of five years’ experience working in an administrative capacity. Experience working in a school is preferred.
  • Exceptional communication (verbal, written, interpersonal) skills and leadership qualities.
  • Excellent time management.
  • Demonstrated organization and planning skills, strong attention to detail, and a proven track record of completing goals and objectives.
  • Strong background in and familiarity with Google Workspace and other web-based applications and Apple devices, including creating and managing spreadsheets, working with electronic calendaring systems, and using databases
  • Ability to work in a fast-paced environment with demonstrated ease in effectively prioritizing multiple competing tasks and demands.
  • An accessible, approachable, and welcoming demeanor., 
  • The ability to manage confidential situations with discretion, respect, and sensitivity.
  • Belief in and alignment with the school’s core beliefs and educational philosophy, including a commitment to equity and inclusion.
  • Evidence of self-motivation and willingness to be a team player.


Responsibilities include but are not limited to:

  • Manage the Head of School’s schedule and correspondence
  • Screen phone calls and meeting requests; reroute and assist as appropriate.
  • Plan and oversee logistical arrangements for Board of Trustees meetings, including space and facility needs, and refreshments.
  • Attend Board meetings and take minutes.
  • Manage Board agenda, communications, calendar, and minutes.
  • Plan and assist in planning school-wide events, such as graduation and on-campus job fairs.
  • Maintain event registration and travel plans for Head of School.
  • Liaise between school and the NYC Board of Education/Office of Pupil Transportation, including preparation of Metrocard and yellow bus ridership lists for the Transportation Coordinators, and maintenance of the OPT database.
  • Order textbooks, software and hardware, and library books and databases through the NYSTL/NYSLIB programs.
  • Coordinate telephone service on campus, including ordering supplies, maintaining and updating phone extension lists, and troubleshooting issues with the phone system.
  • Oversee membership renewals and updates of professional organizations for the Head of School and on behalf of the school.
  • Assume other projects as assigned by the Head of School.


Physical demands 

  • While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger. The employee is often required to stand, walk, use stairs, and reach with their hands. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Work Hours

  • 7:30am - 3:30pm Monday through Friday
    • Some special events require extended hours
  • Effective date: July 2023



Salary range for this position is $100,000 - $125,000 annually.

We also offer exceptional benefits, and a warm and supportive culture.



Interested candidates should send a letter of interest and resume by applying to this post.

Cover letters should be addressed to Dr. Bill Donohue, Head of School . Please put “Admin Assistant to Head of School” in the subject line.             

Columbia Grammar and Preparatory School is an equal employment opportunity employer. Employment decisions on the basis of race (including hairstyle), color, religion, creed, ancestry, sex, sexual orientation, gender and gender identity, gender expression, national origin, alienage, age, pregnancy, marital/partnership status, immigration or citizenship status, status as a veteran or active military service member status, disability, genetic predisposition, status as a victim of domestic violence, prior arrest or conviction record, caregiver status, credit history, salary history, unemployment status, sexual or reproductive health decisions, or any other characteristic or status protected by applicable law (collectively, the “Protected Characteristics”).


Apply for this position

We've received your resume. Click here to update it.
Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

Human Check*