Administrative Assistant

Job Summary

We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will be the backbone of our office operations, providing comprehensive clerical, logistical, and community-relations support to the Administrative Team and instructional staff. This individual is the first point of contact for families, visitors, and callers, and plays a central role in maintaining the daily rhythm of school life. The ideal candidate is highly organized, warm and welcoming, able to manage multiple priorities simultaneously, and committed to the school’s mission and community.

This position is Full-Time, Monday–Friday, In-Person 8:00-3:30 (Flexible for the right candidate) and runs on a school year schedule. Hours over the summer vary and will be based on project-based work, to be paid hourly, like preparing and mailing back to school packets.

Responsibilities

Reception

• Serve as the primary point of contact for all incoming phone calls, emails, and in-person visitors; greet families and guests in a professional and welcoming manner
• Operate multi-line phone systems efficiently, handling inquiries and routing calls promptly
• Organize and maintain filing systems, both physical and digital, ensuring easy retrieval of documents
• Receive, sort, and distribute daily mail and deliveries; prepare outgoing correspondence and packages
• Coordinate calendar management, scheduling appointments, meetings, and events for staff members
• Maintain accurate and up-to-date school contact lists, directories, and emergency information.
• Assist with clerical tasks such as photocopying, faxing, and preparing reports or presentations as needed
• Support personal assistant duties when required, including travel arrangements or special project coordination

Daily Operations & Attendance

• Track and record daily student attendance; follow up with families regarding unreported absences in a timely manner.
• Serve as the school’s pizza coordinator, managing weekly orders, vendor communication, and payment reconciliation.
• Assist with opening procedures and general upkeep and tidiness of the front entry and office area.

Volunteer Coordination

• Recruit, schedule, and manage school volunteers throughout the year, matching volunteer availability with program and classroom needs.
• Communicate regularly with volunteers regarding schedules, expectations, appreciation events, and school updates.

Communications & Newsletter

• Draft, format, and email a biweekly school newsletter to families, staff, and community stakeholders.
• Maintain and regularly update the school’s social media accounts (e.g., Facebook, Instagram) with announcements, event highlights, and engaging content that reflects school culture.
• Coordinate with staff to gather relevant news, student accomplishments, and upcoming event information for communications.
• Assist in the distribution, design or layout of flyers, notices, and other printed or digital communications as needed.

Community & Stakeholder Relations

• Serve as the school’s Parent-Community Organization (PCO) liaison; maintain records of action items and decisions.
• Manage the alumni and staff outreach program, including the coordination and mailing of birthday cards, milestone recognition for current staff and alumni.
• Build and maintain positive relationships with school families, community partners, and external stakeholders.

Event Management

• Support the planning and execution of school events (e.g., open houses, family nights, graduation, staff appreciation) including logistics, RSVPs, vendor coordination, and setup/breakdown support.
• Maintain a school event calendar and send timely reminders and communications to relevant parties.
• Manage event supply inventory and coordinate room or space reservations as needed.

Summer Packets & Field Trips

• Coordinate the annual preparation, assembly, and mailing of summer packets to enrolled and prospective students; manage address lists, postage, and printing logistics.
• Manage field trip scheduling logistics including confirming dates with teachers, arranging transportation coordination, distributing permission slips, and tracking returned forms and payments — in collaboration with instructional staff who lead educational planning.
• Maintain organized records of all field trip approvals, waivers, and communications.

Compliance & Reporting Support

• Assist the Head of School in the timely completion of annual reports and submissions to accrediting bodies, licensing agencies, and regulatory entities.
• Compile data, gather documentation, and organize required materials to support the Director during accreditation review cycles.
• Maintain organized, confidential files (physical and digital) in compliance with school records retention policies.
• Support the completion and submission of grants, surveys, and other required institutional paperwork as directed.

General Administrative Support

• Provide direct clerical and administrative support to the Head of School, including calendar management, scheduling meetings, and preparing correspondence.
• Order, track, and manage office and program supply inventory; process purchase orders and maintain vendor relationships.
• Assist with admissions and enrollment paperwork and scheduling.
• Perform additional duties as assigned by the Director consistent with the scope of the position.

Minimum Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum two (2) years of administrative, office, or school-based support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• Experience with social media platforms in a professional or organizational context.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Demonstrated ability to interact professionally and warmly with children, families, staff, and community members.
• Ability to handle confidential information with discretion and integrity.
• Must successfully complete a background check in accordance with school and state requirements.

Preferred Qualifications

• Prior experience in an educational or early childhood setting.
• Prior experience with Montessori.
• Familiarity with accreditation processes (e.g., NAEYC, AMS,, AISNE or similar).
• Experience with school management or communications software (e.g., Transparent Classroom, Mailchimp, Finalsite).
• Bilingual (Spanish) communication skills are a plus.
• Experience coordinating volunteers or community programs.

Working Conditions

This position is performed in a school environment. The employee will regularly sit, stand, walk, and occasionally lift or carry materials up to 25 pounds. The role requires regular interaction with children, families, and the public. Daily in-person presence is required.

Please note that this position is contingent upon available grant funding. Continued employment in this role is dependent on the renewal and availability of funding on an ongoing basis.

Join us in creating an energetic workplace where your organizational talents shine! We’re dedicated to fostering a supportive environment that values your contributions while offering opportunities for growth. Your dedication makes a difference every day!

Pay: $24.00 - $26.00 per hour

Benefits:

• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: In person