Carlthorp School is located in Santa Monica, CA.
We encourage you to review our website to learn more about the school’s mission, location, and culture.

We are currently accepting applications for the 2022-23 school year.

In our search for dedicated faculty and staff, we review each resume carefully. Strong candidates will be passionate about teaching and children, have superior communication skills, and be tech-savvy.

Finally, the best candidates will encourage their students to try again after disappointment or failure because they appreciate that character development is a core value at Carlthorp School.

Carlthorp School offers competitive salaries, a generous benefits package, and professional growth opportunities.

Employment Opportunities

List of 2 items.

  • Executive Assistant to the Head of School

    Position Title:

    Executive Assistant to the Head of School

    Reports to:

    Head of School

    Status:

    Full-time, Non-Exempt
    Position Description

    Carlthorp School seeks an Executive Assistant to the Head of School to begin July 1, 2022. The Executive Assistant to the Head of School works closely with the Head of School and the Leadership Team to provide  critical administrative support and thought partnership. This is an ideal opportunity for an accomplished and motivated Executive Assistant who is detail-oriented and enjoys working collaboratively in an outstanding academic environment. The Executive Assistant will be forward-facing with members of the community and should enjoy the nuances of interpersonal communication across many constituencies.
     
    Critical to the role is an ability to integrate oneself into the happenings of the school in order to ensure that the Head attends all key events and the calendar is maximized to support students, employees, and the institution. The Executive Assistant must be comfortable with a wide range of technology platforms used at Carlthorp. Additionally, the Executive Assistant supports the Board of Trustees with scheduling and other administrative tasks related to their support of the school and supports the schools’ secondary school placement process in both an administrative and advisory capacity. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment. Above all, the Executive Assistant must be highly organized and have the ability to think critically, and offer solutions to problems with a high level of professionalism. The Executive Assistant is a key partner for the Head of School.
     
    Essential Tasks & Responsibilities:
    • Support the Head of School in all operational areas to ensure the continued smooth operation of the school
    • Serve as a critical conduit of information to and from the Head of School and trustees, faculty, staff, parents, students, and alumnae
    • Composes, edits, schedules and distributes  appointment reminders, routine documents, and large-scale presentations for the purpose of communicating information to school personnel, students, parents, the public, and others.
    • Manage the Head of School’s calendar by prioritizing a strategic schedule of appointments with good judgment and discretion taking into account the robust day to day school calendar 
      • Distribute reminders
      • Prepare documents for meetings
      • Keep the Head of School on schedule throughout the day
    • Coordinate leadership and senior administration meetings and retreats and assist with staff meetings and events as needed.
    • Serve as the primary gatekeeper for internal and external constituencies on all matters pertaining to the Head of School, including those of a highly confidential nature.
    • Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect Head of Schools style and organization policy.
    • Responds to inquiries (including telephone calls) from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
    • Support the Head of School’s work with the Board of Trustees, including:
      • Maintain an accurate directory of addresses and committee assignments
      • Support new trustee onboarding
      • Assemble board meeting materials and distribute
      • Attend meetings to record minutes
      • Manage trustee documents (e.g. conflict of interest, confidentiality agreement)
      • Coordinate meeting logistics including room set-up and meals
    • Support the secondary school placement process, including:
      • Process transcript and record requests
      • Organize, edit, and maintain application spreadsheets, recommendations and materials. 
      • Compose and share communication to families regarding timeline, tips, and expectations
      • Develop and maintain relationships, communication, scheduled meetings with secondary schools
    • Maintain accurate and confidential personnel records
    • Support the preparation of letters of appointment for new and returning faculty, staff, and administrators
    • Serve as a welcoming and effective representative of the Head of School’s office
    • Draft, proofread, and format documents and occasionally prepare correspondence for the Head of School’s signature
    • Coordinate travel, hotel, and conference registrations for the Head of School, and as directed, for Leadership Team members and prospective hires
    • Track, maintain, and reconcile credit card and budget reports
    • Assist with preparations for Graduation and select major school events, including:
      • Manage timely creation, proofing, and printing of invitations and programs
      • Coordinate event seating set up
    • Perform other duties as assigned by the Head of School
    • A desire to work in an elementary school atmosphere and an ability to interact with young children
     
    Qualifications and Competencies:
    • Bachelor’s degree preferred, but not required
    • Prior experience as an administrative assistant to a high-level executive is preferred
    • Appreciation for and commitment to Carlthorp’s mission and values
    • High level of computer proficiency; working knowledge of Google apps, Office Suite, Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. Blackbaud proficiency is preferred, but not necessary.
    • Demonstrated ability to maintain confidentiality and use discretion
    • Professional demeanor, sense of humor, and positive attitude 
    • Strong written and oral communications skills
    • Excellent organizational skills with a keen eye for detail
    • Organized with impeccable follow up skills and the ability to manage multiple competing priorities
    • Flexible, responsible, and resourceful, with strong time-management skills   
    • Ability to work independently and creatively within established guidelines
    • Maintain a proactive approach to anticipating the needs of the Head of School  
    • Collaborate with colleagues and constituencies from across the school community
    • Ability to prioritize competing responsibilities to meet deadlines
    • Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously
    • Ability to occasionally work outside of the workday or work week for board meetings and special programs and events is required
    • Ability to think outside of the box with a sense of urgency
    • Commitment to excellence - perform duties at the highest level possible on a consistent basis

    Candidates will be considered through May 20, 2022. 

    Interested candidates are asked to visit the school's website at www.carlthorp.org and to e-mail four PDF’s of the items below to resume@carlthorp.org.

    An application requires submitting four PDFs: 
    • Cover letter introducing yourself to the Carlthorp School search committee 
    • CV or résumé 
    • A list of four references  (include each person’s name, current organization, title, phone number, email, and past connection to you—though we will not contact any references without obtaining your permission first. Must include your current direct supervisor. ) 
    • A work related writing sample 
    Read More
  • Admissions Assistant

    Position Title:

    Admissions Assistant

    Reports to:

    Director of Admissions

    Status:

    Full-time, Non-Exempt
    Admission Assistant Position Description
     
    The Admission Assistant is a newly created position and member of a dynamic three-person admissions team. This individual will support the school in welcoming potential new families to the Carlthorp community by interviewing, partnering with the admissions committee, and managing the administrative aspects of admissions-related activities including database management, scheduling, and special events. Carlthorp school is a co-educational elementary school located in Santa Monica, CA, that serves approximately 280 students in grades K-6. At its core, Carlthorp School provides a strong academic foundation in a diverse and nurturing school community that emphasizes respectful values, responsible work habits, and excellence in order to prepare our students to achieve their highest potential in education and life.
     
    The Admissions Assistant is expected to provide a warm welcome and outstanding first impression to prospective and current school families, trustees, alumni, and other school community members, in-person, on the telephone, and via electronic communication. Often the first point of contact, the Admissions Assistant will provide the information necessary to answer questions, outline the process and initiate inquiries. Occasional off-hour attendance at and assistance with Admissions events will be necessary. The start date is negotiable - between now and July 1, 2022
     
    Major Duties and Responsibilities:
    • Interviewing prospective applicants and their families;
    • Reading and evaluating applicant files and participating in the admissions committee deliberations; 
    • Answer admissions calls in a pleasant, professional and informed manner in order to provide admissions information and foster a positive image of the school;
    • Maintain the Blackbaud admissions database throughout the admissions process-inquiry through acceptance, and manage applicant files;
    • Manage/schedule appointments including parent interviews, student assessments;
    • Maintain database of school contacts, including preschools and their directors, local organization directors and other contacts, annually;
    • Support/coordinate distribution of new enrollment, re-enrollment, and financial aid contracts;
    • Coordinate production and mailing of all admissions letters and communication—both in print and electronic;
    • Assist with managing and maintaining inventory of admission materials, publications, and letterhead as well as prepare admissions information packets;
    • Create event guest lists, gather and prepare registration materials, registration table, assist with reserving, setting up and cleaning up event space, create name tags, obtain and coordinate refreshments and/or catering for all admissions events & open houses;
    • Coordinate and support parent and student volunteers who support admission events;
    • Document and maintain annual Admissions Office timeline of activities, events, communications, projects;
    • Represent the school at open houses, assessment days, and other admission related events;
    • Perform other duties as assigned;
     
    Preferred qualifications and skills:
    • Bachelor's degree in a related field;
    • A minimum of three years' experience in an administrative position, preferably in a non-profit and/or admissions office;
    • Must be proficient in Microsoft and Google Suite products
    • Experience in managing database software; admissions-oriented software is highly preferred, specifically Blackbaud
    • Eagerness to learn as well as a willingness to be trained in fundamentals of software and database essentials as necessary;
    • Have excellent communication skills including writing, editing, listening, and public speaking;
    • Ability to organize and prioritize work, problem-solve, multi-task and manage time effectively;
    • Ability to work independently with little supervision as well as be a collaborative team member;
    • Sense of humor, warmth of personality, and energy;
    • Discretion in dealing with sensitive and confidential admissions issues;
    • Candidates who are bilingual or multilingual are strongly encouraged to apply;
    • Commitment to diversity and inclusion
     
    Candidates will be considered until position is filled. 

    Interested candidates are asked to visit the school's website at www.carlthorp.org and to e-mail four PDF’s of the items below to resume@carlthorp.org.

    An application requires submitting four PDFs: 
    • Cover letter introducing yourself to the Carlthorp School search committee 
    • CV or résumé 
    • A list of four references  (include each person’s name, current organization, title, phone number, email, and past connection to you—though we will not contact any references without obtaining your permission first. Must include your current direct supervisor. ) 
    • A work related writing sample 
    Read More

Submitting an Application

Alongside a resume, candidates should submit a cover letter that answers the following question:

“What makes you uniquely qualified for a position at Carlthorp School?”

Please keep your response limited to one page and submit your application (PDF) to resume@carlthorp.org.
Carlthorp School is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.