Administrative Assistant

Cloverhill Christian Academy

Job Description: Administrative Assistant

Position Title: Administrative Assistant

Reports To: Lower School Principal and Director of Early Learning

Classification: Full-Time, Exempt

Position Summary

The Administrative Assistant provides essential, detail-oriented support to the Lower School Principal and Director of Early Learning, serving as a vital member of the operations and administrative team. This position ensures that day-to-day school operations run smoothly by managing schedules, communications, and administrative processes with precision and accuracy.

The Administrative Assistant will directly assist with scheduling, event planning, field trip coordination, curriculum and instruction support, substitute coverage, extracurricular activities, and extended care oversight. This individual must be dependable, organized, detail-focused, and proactive in anticipating the needs of the school community.

Key Responsibilities

Administrative Support

• Provide daily, task-based support to the Lower School Principal and Director of Early Learning.
• Maintain accurate, up-to-date calendars for meetings, school events, and deadlines.
• Ensure meeting agendas are prepared, distributed, and followed up with documented notes and action items.
• Track project timelines, ensuring tasks are completed on time and communicated clearly.
• Ensure event space is reserved for all programming and curriculum related events as well as evening meetings are reserved in the Church Planning Center.
• Ensure any events hosted by the Principal and Director of Early Learning are planned, organized and executed with precision and professionalism.

Scheduling & Coordination

• Schedule and confirm all faculty, staff, and parent meetings.
• Maintain a master calendar for the Lower School and Early Learning programs.
• Coordinate all logistics for field trips and extracurricular events, including transportation, permission slips, payments, and chaperone assignments.
• Manage substitute teacher scheduling by maintaining a substitute roster, confirming coverage, and communicating assignments to teachers and staff.

Communication

• Serve as the first point of contact for parents, faculty, and staff needing assistance in Lower School and Early Learning.
• Ensure timely distribution of information to staff and families through email, newsletters, or posted notices.
• Record and disseminate announcements, memos, and updates with accuracy and clarity.
• Respond to inquiries within 24 hours during the workweek.

Event & Program Support

• Assist with the planning and execution of school events (Back to School Night, Coffee Events, Field Days, etc.) by creating timelines, task lists, and supply checklists.
• Track expenses, receipts, and budget items for events.
• Provide onsite support during events to ensure smooth execution.
• Serve as primary support for Extended Care and all Extra Curricular Activities, including scheduling, rosters, attendance tracking, communication with families, safety, security and logistics.

Curriculum & Instructional Support

• Organize and order curriculum materials and supplies under the direction of the Principal and Director of Early Learning.
• Maintain an accurate inventory of instructional resources, student materials, and classroom supplies.
• Support teachers by responding to requests in a timely, orderly manner.

Collaboration & Confidentiality

• Work closely with the Operations Team to align on procedures and daily needs.
• Handle sensitive information with discretion and maintain professional confidentiality at all times.
• Demonstrate flexibility to assist with unforeseen tasks or urgent school needs.

Accountability & Performance Expectations

• Accuracy: All scheduling, communications, and documentation must be free from avoidable errors.
• Timeliness: Tasks and requests should be completed within agreed-upon deadlines.
• Organization: Records, schedules, and inventories must be maintained in an orderly and accessible format.
• Communication: All correspondence must reflect professionalism, clarity, and alignment with school values.
• Follow-Through: Assigned tasks must be completed fully and confirmed with the supervisor.

Qualifications & Skills

• Previous experience as an administrative assistant, school office staff, or similar role preferred.
• Demonstrated ability to manage multiple priorities with strong attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace (Docs, Sheets, Forms, Calendar) and Microsoft Office Suite.
• Strong organizational, time management, and problem-solving skills.
• Ability to collaborate effectively with administrators, faculty, staff, parents, and students.
• Professional demeanor and servant-hearted attitude in all interactions.

Core Values Alignment

• Demonstrates honor, respect, and Christ-like character in all interactions.
• Approaches challenges with a positive, solutions-focused attitude
• Serves others with humility, patience, and integrity, prioritizing the needs of students and families.
• Supports the mission of Cloverhill Christian Academy: “Preparing Today’s Students to Impact Tomorrow’s World.”

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person