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Receptionist & Executive Secretary

Spartanburg, SC, USA

Job Type

Full-Time; Non-Exempt

About the Role

At Fine Arts Preparatory School, we uphold high standards of professionalism and academic excellence. The Receptionist & Executive Secretary plays a pivotal role at the heart of our institution, ensuring the smooth functioning of our main office while providing essential administrative support to the Executive Director. This multifaceted position involves managing a diverse array of tasks, from handling sensitive and confidential information in close collaboration with the Executive Director to serving as the secretary for the school’s Board of Directors. Additionally, the Receptionist & Executive Secretary is responsible for managing correspondence, including emails and phone calls, from various stakeholders, including students, parents, faculty, and external partners. The successful candidate will excel in organization and attention to detail, efficiently coordinating the Executive Director's schedule and travel arrangements, and meticulously preparing and disseminating documents and communications on behalf of the Executive Director and the Board. Furthermore, this role requires a high level of professionalism, discretion, and confidentiality in all interactions and communications. Some evening and weekend duties may be required to fulfill the responsibilities of this position.

Requirements

·  Welcome visitors, parents, and staff warmly, ensuring a professional and hospitable atmosphere in the school's main office.

·  Manage incoming phone calls, screen and route calls to the appropriate personnel, and accurately record messages as necessary.

·  Maintain the Executive Director's calendar, scheduling appointments, meetings, and managing their daily agenda with precision and discretion.

·  Handle confidential and sensitive information with utmost confidentiality and integrity, maintaining strict adherence to confidentiality protocols.

·  Serve as the secretary for the School's Board of Directors, attending meetings, recording detailed and accurate minutes, and distributing meeting materials in a timely manner.

·  Schedule and maintain the Board of Trustees' calendar, ensuring all board meetings, committee meetings, and other events are properly scheduled and communicated.

·  Assist in the preparation of materials for board meetings, including agendas, reports, and presentations, ensuring accuracy and completeness.

·  Coordinate communication between the Executive Director and board members, facilitating information flow and ensuring timely responses to inquiries.

·  Provide administrative support to the Executive Director, including drafting correspondence, managing emails, and organizing documents and files.

·  Collaborate with other administrative staff to streamline office procedures and improve efficiency in day-to-day operations.

·  Assist with special projects and events, coordinating logistics, communication, and timelines to ensure successful implementation.

·  Liaise with external vendors, contractors, and service providers on behalf of the school, negotiating contracts, and managing vendor relationships as needed.

·  Coordinate travel arrangements and accommodations for the Executive Director and other staff members, ensuring smooth and efficient travel experiences.

·  Participate in strategic planning and decision-making processes, offering input and assistance to support the school's mission and goals.

·  Represent the school professionally in all interactions with students, parents, faculty, board members, and external stakeholders.

·  Uphold the highest standards of professionalism, confidentiality, and integrity.

·  Additional duties as assigned.

About the Company

Fine Arts Preparatory School is an arts-infused public charter school located in the heart of the piedmont of South Carolina. Starting in Kindergarten, the school allows matriculation through high school, offering programming that leads to a South Carolina high school diploma. The school supports and develop people prepared to be productive college and career-ready citizens from early childhood.

We are established as a full-service community hub collaborating to build harmony, equality, and well-being. We believe that the visual and performing arts paired with nature play and experiential learning will cultivate creative, innovative, and resilient people prepared to tackle college and careers alongside real-life issues. Fine Arts Preparatory School does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups.

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