Position Summary

The Pre School Administrative Assistant serves a crucial role in upholding a professional and welcoming environment for students, parents, visitors, and staff. This role will be responsible for a variety of administrative and support tasks, requiring the ability to multitask effectively and operate with efficiency and tact. The ideal candidate will possess a friendly and cooperative demeanor, coupled with the capacity to professionally interact with a diverse range of individuals daily.

Essential Duties and Responsibilities

• Welcome parents and visitors to the school and assist with student arrival and dismissal.
• Follow established visitor procedures, manage visitor sign-ins, issue badges, and escort visitors when necessary.
• Answer phone calls, address inquiries and forward them to the appropriate faculty member or department.
• Review voicemail messages and emails to ensure inquiries are promptly followed-up.
• Manage all incoming and outgoing division mail, and distribute correspondence to the relevant recipients.
• Support the daily operations of the Pre School, including changes in arrival and dismissal times, assisting injured/sick students, and handling parent inquiries about their children.
• Help maintain accurate attendance records and notify faculty/administration of late student arrivals.
• Manage the Head of Pre School's calendar and appointments for faculty meetings, and assist with drafting letters and documents.
• Coordinate daily attendance records for homerooms and after-school activities.
• Prepare a weekly Pre School schedule for distribution to relevant departments.
• Maintain the Pre School calendar of events, prepare requisition forms for all Pre School events, and communicate with the kitchen, maintenance, and security teams about event requirements.
• Assist in the organization of meals and snack distribution.
• Maintain student files, send official student records upon request, and prepare and file communications for faculty and parent mailings.
• Assist the Head of Pre School with administrative tasks related to Curriculum Night, New Student Orientation, and the Brunswick Parent Association.
• Order supplies for the division, faculty, and common areas.
• Oversee the copier room and arrange for maintenance when necessary.
• Communicate the Pre School's maintenance and food service needs.
• Assist with general administrative tasks such as data entry, filing and photocopying.
• Provide basic first aid and supportive care to students in the absence of the nurse.
• Assist with special projects/assignments as designed by the Head of Pre School.

Knowledge, Skills and Abilities

• Appreciation for education, particularly in an independent school environment.
• Minimum of Associate’s Degree preferred.
• Prior experience in an administrative or assistant role is advantageous.
• Proven administrative or assistant experience preferred.
• Excellent communication and interpersonal skills with strong attention to detail.
• Exceptional organizational abilities and proven track record of effective multitasking.
• A friendly and approachable demeanor with the ability to build strong relationships with various groups.
• Proficient in MS Office and Google Suite, along with ability to adapt to new and evolving software technology.
• Demonstrated ability to meet deadlines, maintain confidentiality, and exercise sound judgment when dealing with sensitive matters.

Physical Requirements & Work Environment

• Work in an environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.
• May work at a desk and computer for extended periods of time.
• Ability to occasionally lift up to 20lbs.
• Work primarily in a traditional, climate-controlled office setting.

Type: Full-time, Staff

Reports To: Head of Pre School

FLSA Job Classification: Non-Exempt, Salaried

Schedule: 7:30am - 3:30pm

Please note: This job description is not meant to be an exhaustive list of duties, responsibilities, or activities that the employee is expected to perform. The specifics of this role may change at any time, with or without advance notice.