Administrative Assistant

Confidential Executive Assistant to the School Administrator Job Summary: The Confidential Executive Assistant to the School Administrator is responsible for providing high-level administrative support to the principal and other school administrators. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining a friendly, welcoming, and professional atmosphere. The administrative assistant is dependable, motivated, and professional, and serves as the primary point of contact for students, parents, staff, and community members, facilitating smooth operations and communication.Key Responsibilities: Administrative SupportManage the administrations calendars, such as setting appointments, meetings, and travel arrangements, and take confidential notes and minutes during administrative meetings.Prepare and organize documents, reports, notebooks, and presentations for the administration, including enrollment numbers.Handle correspondence (email, mail, phone calls), ensuring timely responses to inquiries from parents, students, and staff.Organize and maintain school records, including student and personnel files, ensuring confidentiality and compliance with policies and procedures.Communication & Community RelationsAct as the first point of contact for the school, answering and transferring phone calls and emails; greeting visitors, students, and parents; and directing them as needed in a friendly and professional manner in compliance with GRCSU policies and procedures.Coordinate timely and efficient communication between the administration and staff, parents, school district, and community, distributing information as appropriate, including managing, revising, and editing the school newsletter, Google groups, and weekly staff memo.Functions as a liaison between parents and administration when administration is unavailable. Maintain the schools calendar, newsletter, and other communication, including updating the community on important dates, events, and activities.Proofread, revise, and edit communications using professional English grammar, usage, and mechanics.Assist in coordinating parent and community engagement initiatives, including open houses, orientations, and parent-teacher meetings.Manage the bus radio and communication after dismissal.Event Coordination & PlanningAssist with organizing school events, staff meetings, assemblies, and other special functions, including managing the school calendar.Schedule Educational Support Team (EST) meetings and file notes.Support event logistics, including room reservations, catering arrangements, and event materials.Prepare and distribute event invitations, flyers, and reminders as needed.Coordinate substitute and lunch and recess coverages.Office Management & SuppliesMaintain a clean and organized office space, ensuring an efficient work environment for the administration, school staff, students, and visitors.Copy, fax, scan, and file appropriate documents and mail, including organizing student records and sending interoffice mail.Order office supplies and material as needed with the bookkeeper.Student & Staff SupportProvide general administrative support to teachers and staff as needed.Manage student attendance records, absence tracking, early dismissals, and new student registration, including kindergarten and preK.Help maintain student data systems and assist in producing academic and attendance-related reports.Assist with staff timesheet management as needed.Maintain the school directory and other handbook items as needed.Other Duties as AssignedPerform additional tasks and responsibilities as required by the administration to support the functions of the school.Qualifications: Education: High school diploma or equivalent; associate degree or higher preferred.Experience: Minimum of 2 years of administrative assistant or secretarial experience, preferably in a school or education-related setting.Skills: Strong written and verbal communication skills and basic math skills.Proficiency in digital office software, including Google, Microsoft, and Infinite Campus.Ability to learn new procedures, software, and tasks quickly.Excellent attention to detail, organizational, and multitasking abilities, including the ability to take initiative.Friendly and approachable demeanor with strong interpersonal skills.Ability to maintain confidentiality and handle sensitive information appropriately.Ability to prioritize tasks, including meeting deadlines, and distinguish between emergent, urgent, timely, and low-priority information and situations.Work Hours & Environment: Work hours are from 7:30 A.M.-3:30 P.M.

This position reports directly to school administration and operates in a school office environment. The position involves a majority of sitting, using a computer, and walking with occasional lifting of light packages, not typically to exceed 10lbs. It may require occasional extended hours to support school events or meetings.Start Date: July 1, 2026This role is key in helping the school and administration stay organized and ensuring the school office operates efficiently, supporting a positive experience for students, staff, and the community.