Childcare Administrative Assistant / Leadership Trainee – Program Director Qualified Job Overview
Lightbridge Academy of Glen Allen is seeking a reliable, professional, organized, and growth-oriented early childhood professional to join our leadership team as a Childcare Administrative Assistant / Leadership Trainee.
This is a full-time, on-site leadership development position for someone who understands early childhood education and is ready to grow into a stronger administrative and operational role. The ideal candidate will combine a genuine commitment to children and families with strong follow-through, professionalism, organization, and a willingness to learn.
This is not simply a receptionist position. The selected candidate will work closely with school leadership and will receive hands-on experience in front-office operations, family relationships, staff communication, enrollment support, documentation, school operations, administrative systems, and leadership development.
We are looking for someone who can become a dependable member of the school leadership team and gradually take on increased responsibility as skills and confidence develop.
Key ResponsibilitiesFront Office & Family Relationships
- Serve as a warm, professional, and welcoming presence for children, families, staff, prospective families, and visitors.
- Build positive relationships with current families through consistent communication and daily interaction.
- Greet families during arrival and dismissal and assist with routine questions and concerns.
- Answer multi-line phones professionally, gather accurate information, take detailed messages, and route calls appropriately.
- Assist with parent questions while understanding when concerns should be escalated to another member of leadership.
- Support family communication while maintaining professionalism, confidentiality, and appropriate boundaries.
- Help ensure the front office remains organized, welcoming, responsive, and family-focused.
Administrative Support
- Assist with daily administrative tasks, documentation, data entry, filing, scanning, and electronic recordkeeping.
- Use Microsoft Outlook, Word, Excel, OneNote, and other school technology systems.
- Maintain accurate follow-up lists, trackers, checklists, and administrative records.
- Draft professional emails and routine communications to families and staff.
- Document parent concerns, staff concerns, incidents, follow-up needs, and other operational information accurately and factually.
- Help maintain organized electronic and paper files.
- Follow multi-step instructions carefully and complete assigned tasks accurately and on time.
- Communicate early when a task is incomplete, delayed, or requires additional support.
Daily School Operations
- Work closely with the leadership team to support the daily operation of the center.
- Assist with classroom communication, staffing movement, transitions, and operational needs as assigned.
- Help monitor the overall flow of the building throughout the day.
- Support opening and/or closing operations as scheduled.
- Assist with maintaining appropriate classroom coverage and promptly communicate ratio or supervision concerns to leadership.
- Help coordinate routine operational needs while keeping child safety and supervision as the highest priority.
- Support teachers while maintaining appropriate leadership boundaries.
- Assist with special projects, school events, family activities, and other operational responsibilities.
Enrollment & Tour Support
- Welcome prospective families and gather accurate enrollment information.
- Assist with tour scheduling, calendar coordination, and follow-up.
- Help maintain organized prospective-family and enrollment records.
- Support the enrollment team with tour preparation and post-tour follow-up.
- Learn the school’s enrollment process and gradually develop stronger family-facing and enrollment skills.
- Ensure prospective families receive a professional and responsive first impression of the school.
Parent & Staff Communication
- Communicate calmly and professionally with families, even when concerns arise.
- Gather facts before responding to situations and avoid making promises or decisions outside the scope of the position.
- Support routine staff communication and help ensure important information reaches the appropriate member of leadership.
- Maintain confidentiality regarding children, families, staff, and school operations.
- Avoid workplace gossip and redirect concerns toward appropriate professional channels.
- Learn how to communicate expectations respectfully and confidently as leadership skills develop.
Leadership Development
This position is designed to provide meaningful professional development and increased responsibility over time.
The selected candidate will receive coaching and experience in:
- Leadership communication
- Parent and family relations
- Staff communication
- Prioritization and decision-making
- Conflict management
- Front-office operations
- Administrative technology
- Documentation and recordkeeping
- Enrollment and tour support
- School operations
- Time management and organization
- Delegation and follow-through
- Early childhood leadership
As the individual develops, responsibilities may increase based on demonstrated ability, judgment, reliability, professionalism, and organizational skills.
The goal is to help the right candidate grow from:
Learning → Supporting → Owning Routine Responsibilities → Developing as a School Leader
Required Qualifications
- Must meet current Virginia Program Director qualification requirements and be able to provide documentation verifying qualification status.
- Must be at least 21 years of age.
- High school diploma or equivalent required.
- Previous experience working in a licensed childcare center, preschool, early childhood program, or closely related environment.
- Strong understanding of the importance of child safety, supervision, confidentiality, and professional conduct.
- Reliable attendance and demonstrated dependability.
- Professional verbal and written communication skills.
- Ability to interact warmly and professionally with children, families, and staff.
- Ability to use computers and learn new technology systems.
- Basic familiarity with Microsoft Office or similar programs.
- Ability to maintain confidential information.
- Ability to remain calm and professional while managing multiple priorities.
- Ability to accept coaching, feedback, and direction.
- Ability to work collaboratively as part of a leadership team.
- Genuine interest in a long-term career in early childhood education and leadership.
Preferred Qualifications
- Previous experience as a Lead Teacher, Program Leader, Assistant Director, Administrative Assistant, or childcare administrator.
- CDA, early childhood credential, associate degree, bachelor’s degree, or other qualifying early childhood education background.
- Experience communicating directly with families.
- Experience with enrollment, tours, or customer service.
- Experience using Microsoft Outlook, Word, Excel, and electronic childcare management systems.
- Experience with staff scheduling, classroom coverage, compliance, documentation, or school operations.
- Strong organizational and follow-through skills.
The Ideal Candidate
The person who will be successful in this role is someone who:
- Is genuinely committed to early childhood education.
- Is reliable, honest, and trustworthy.
- Follows through on commitments.
- Is warm and approachable with families.
- Is organized or highly motivated to strengthen organizational skills.
- Can remain calm when several things are happening at once.
- Understands that leadership requires accountability and professionalism.
- Is willing to ask questions while also learning to find solutions independently.
- Can receive constructive feedback without becoming defensive.
- Understands the importance of documenting information accurately.
- Is comfortable learning new technology.
- Wants to grow with the school rather than simply hold a temporary position.
- Is willing to gradually take on increased leadership responsibility.
Schedule
This is a full-time, on-site position.
The schedule will be designed around the operational needs of the school and may include:
- Opening or closing responsibilities
- Extended administrative shifts
- Up to 10-hour scheduled workdays depending on the final schedule structure
- Regular interaction with families during arrival and/or dismissal
- Occasional school events or meetings outside normal operating hours
Schedule flexibility and dependable attendance are important for this position.
What This Position Is Not
This position is not simply a desk job.
The selected candidate must be comfortable:
- Working in a fast-paced childcare environment
- Interacting with families and teachers throughout the day
- Supporting the operation of the entire school
- Responding to changing priorities
- Assisting with classroom or coverage needs when necessary
- Learning leadership responsibilities over time
The role requires someone who can balance administrative work with the realities of operating a busy early childhood education center.
What We Offer
- A structured pathway into early childhood administration and leadership
- Hands-on coaching from the school leadership team
- Opportunities to develop administrative, operational, and leadership skills
- Experience in family relations, enrollment, school operations, and staff communication
- Professional growth opportunities
- The opportunity to take on increased responsibility as skills develop
- A collaborative leadership environment focused on continuous improvement
Selection Process
Our selection process may include:
- Initial interview
- Practical computer and communication skills assessment
- Scenario-based problem-solving exercises
- Review of strengths and development opportunities
- Final leadership conversation
- Reference and qualification verification
The practical assessment helps us understand each candidate’s current strengths, judgment, technology skills, communication style, and areas for development.
Equal Opportunity Employer
Lightbridge Academy of Glen Allen is an equal opportunity employer. Employment decisions are based on qualifications, experience, performance, and the needs of the school.
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
Work Location: In person
