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Kentucky Country Day School
Louisville, Kentucky
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Receptionist/Administrative Assistant to the Head of School
Kentucky Country Day School
Details
Posted: 25-Dec-25
Location: Louisville, Kentucky
Type: Full Time
Categories:
Administrative/Clerical
Preferred Education:
Some College
KCD is currently seeking a Receptionist/Administrative Assistant to the Head of School to start immediately. The Receptionist/Administrative Assistant to the Head of School is responsible for assisting the Head of School with a variety of daily tasks in a manner consistent with the mission and values of Kentucky Country Day School. This position will also support the Board of Trustees and will maintain research duties associated with the management of confidential data. This is a full-time, 12-month position.
Essential Duties and Responsibilities:
Supporting the Head of School (HOS)
- Maintain HOS’s calendar (Google) and schedule appointments accordingly.
- Assist HOS with local and non-local travel arrangements, directions, and other details.
- Manage credit card charges, request funds, and billing receipt documentation for HOS. Serve as a primary proofreader of materials and correspondence from the HOS.
- Collect all “news” from the community that would allow the HOS to write a note or make a call, assist in communications, and maintain a record of who has been contacted and when.
- Prepare blank notes and addressed envelopes for all students and faculty birthdays as well as other notes from HOS.
- Co-manage the process of birth, illness, and death recognition with the Alumni Coordinator.
- Answer the HOS’s on-campus phone line.
- Assist HOS in the creation of presentation materials/slides, which may include information from other administrators.
- Assist, as needed, in creating reports from the HOS for the board of trustees.
- Lead development of the annual school calendar by coordinating information collection among constituency groups.
General Duties
- Welcome visitors by greeting them, addressing any questions, and providing on-campus directions.
- Answer the main phone line and run the main switchboard. Calls may go to an automated tool when unable to answer the phone.
- Prepare meetings for the following groups: board of trustees, trustee committees, HOS, Associate HOS for Academics, and administrative team (refreshments, snacks, and/or meals, supplies (note pads, pens, etc.), A/V needs, etc.)
- Maintain accurate email lists and queries from the school’s database, print labels, and assemble mailings for faculty/staff mailings, trustee mailings, and some event mailings.
- Assist with travel and hotel arrangements, as well as interview schedules, for all candidates and school guests.
- Lead event management and school “celebrations” including honorees, end-of-year luncheon, holiday gifting, Veterans Day, etc.
- Manage all internal faculty award submissions.
- Maintain membership/organization information - NAIS, KAIS, ISACS, INDEX, others as needed.
- Maintain HOS offices inventory of supplies and hospitality.
- Other duties as assigned by the Head of School.
Supporting the Board of Trustees
- Manage the confidential onCampus portal for trustees.
- Record and post detailed minutes at board meetings.
- Support the development of the annual committee meetings calendar.
- Maintain accurate records of the trustee roster and membership terms.
- Manage annual submissions of Confidentiality & Conflict of Interest agreements.
- Support committee chairs, as needed.
- Attend professional development training as directed by the HOS.
- Attend school-wide faculty meetings.
Qualifications:
- Extensive experience and proficiency with Google products: Docs, Sheets, Calendar, Slides, Forms (surveys), GMail.
- Experience using student management software (Blackbaud preferred) to access student academics and discipline record(s), student, family, and alumni contact info, build reports for data retrieval and/or analysis.
- Proficiency with presentation software, including dashboards and infographics, would be helpful.
- Excellent organizational, communication, writing, and editing skills.
- Ability to work with a wide range of individuals and to interact cheerfully and professionally with all constituents.
- The ability to maintain confidentiality and professionalism is paramount.
Preferred application deadline is January 23, 2026.
Physical Requirements and Work Environment:
- Ability to occasionally lift office products and supplies, up to 20 pounds.
- Prolonged periods of sitting at a desk and working on a computer
About Kentucky Country Day School
https://careerhq.nboa.org/jobs/21932123/receptionist-administrative-assistant-to-the-head-of-school
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