Job Overview
The Administrative Assistant as the primary administrative right hand to the School Director and act as the strategic first point of contact for student and families. This role seamlessly combines daily operational management, executive support, and the conversion of prospective families into new student enrollments, consistently delivering a high standard of service excellence. The role also serves as intermediary among students, parents and staff for issues related to admissions, accounting, human resources, academic Faculty and facilities.
Responsibilities:
- Manage the Director’s schedule, coordinate meetings, and prioritize urgent matters.
- Draft, edit, and format minutes, official correspondence, and presentations.
- Analyze student data and prepare administrative reports.
- Maintain and safeguard physical and digital records with strict confidentiality.
- Handle incoming calls and visitors, serving as the primary administrative and security filter.
- Operate office equipment and support general administrative tasks.
- Greet and guide prospective parents, providing information about the school’s curriculum, values, and educational approach (PK–12).
- Support initial inquiries and coordinate appointments for school tours.
- Conduct guided tours, ensuring a professional, welcoming, and secure presentation of the institution.
- Administer the Rediker system for data entry and attendance tracking.
- Oversee office and school supply inventory, including monitoring levels and processing purchase orders.
- Receive and record minor payments, correspondence, and distribute materials across departments.
- Coordinate reservations and ensure proper use of shared school facilities.
- Verify facility readiness (cleanliness, setup, equipment) for all activities.
- Manage maintenance requests and supervise contractors or maintenance staff.
- Track and follow up on critical repairs to ensure timely completion.
The Administrative Assistant must have the following essential skills:
o Commercial Vision and Empathy: Ability to connect with parents, understand their unique family needs, and successfully "sell" the benefits of the school.
o Organization and Autonomy: Proven capability to prioritize tasks effectively within a dynamic school environment subject to frequent interruptions.
o Numerical Skills: High precision, honesty, and transparency in handling cash and balancing minor accounts.
o Absolute Discretion: Strict adherence to confidentiality regarding student records, family data, and internal administrative matters.
o Professional Presence and Image: "It is necessary to maintain an excellent presentation and professional image that projects confidence, respect, and professionalism aligned with the organization's standards.
o Possess excellent interpersonal skills in dealing with parents, students, employees, and visitors.
o Administrative writing skills.
o Ability to follow instructions.
o Time management.
o Ability to work in a team-oriented environment.
o Analytical thinking & Problem Solving.
o Basic knowledge in admission processes and general accounting.
o Organizational skills.
o Ability to work under pressure.
Eligibility Criteria:
- Bachelor’s degree in Business Administration, Communications, Public Relations, Office Systems.
- A minimum of 3 years of experience in secretarial or administrative assistant roles is required.
- Fully Bilingual (English and Spanish, 100% fluent both verbal and written).
- Advanced computer proficiency and knowledge of Microsoft Office (Word, Excel, and PowerPoint), with the ability to learn and adapt to new software systems.
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Life insurance
- Retirement plan
- Vision insurance
Work Location: In person
