College Counseling Administrative Assistant

  • Brentwood School
  • Los Angeles, CA, USA
Full Time Academia Admin-Clerical Education

Job Description

Brentwood School inspires every student to:

Think critically and creatively.

Act ethically.

Shape a future with meaning.





Brentwood School, a vibrant and diverse K-12 Independent school, is looking for an Administrative Assistant to the College Counseling Office. The Administrative Assistant assists the College Counseling Department with special activities, some of which involve attendance at evening events. S/he must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including faculty, staff, administration, students, and parents/guardians. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills. Database expertise is a must.


Responsibilities include, but are not limited to:


  • Facilitate the timely receipt of transcripts and recommendations to colleges, universities, coaches, and scholarship agencies for Brentwood students
  • Serve as first point of contact for all students, parents, and guests of the college counseling department
  • Manage the college counseling department by collecting and sorting mail, scheduling college visits, keeping the master calendar and updating handbooks/website links
  • Prepare all mailings, folders, files, meeting details, and document updates for the College Counseling Office
  • Submit monthly credit card receipts and coding to the business office
  • Order and maintain office supplies
  • Prepare, organize, and attend all college counseling related events (some evenings and weekends required)
  • Coordinate, plan, and organize all college counseling events and programming
  • Contact, schedule and arrange guest speakers for various college information nights
  • Coordinate proctors and process materials for PSAT and extended time test takers
  • Schedule proctors and process materials for SAT and ACT extended time test takers
  • Maintain Naviance database (uploading test scores, recommendation letters, transcripts, scholarship opportunities and material submission to colleges)
  • Alert the Communications Office when mass emails need to be distributed
  • Attend bi-weekly calendar meeting
  • Provide and assist college counselors with clerical duties as assigned







  • At least 3 years work experience in an administrative support role, with preference given those with college counseling experience
  • Excellent proofreading skills
  • Strong organizational skills and the ability to juggle multiple projects simultaneously
  • Well-developed communication and interpersonal skills to establish and maintain effective working relationships
  • Ability to handle confidential matters
  • Ability to work independently and follow through on assignments with minimal direction
  • Skill in managing a complex calendar
  • A sense of humor, warmth of personality, and energy


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 Please submit a letter of interest and a resume to:


Jean Rutherford Wall

Director of College Counseling

100 S. Barrington Place

Los Angeles, CA 90049