Administrative Assistant

Position Summary

The Administrative Assistant serves as the first point of contact for students, families, visitors, and staff while providing administrative and operational support to ensure the efficient day-to-day functioning of the program. This role is responsible for managing front office operations, maintaining student and employee records, supporting attendance and transportation processes, and assisting leadership with a variety of administrative functions. The Administrative Assistant reports directly to the Head of School for day-to-day operational responsibilities and to the Vice President of Human Capital for Human Resources functions, company-wide administrative processes, policies, and initiatives.

The Administrative Assistant plays a key role in creating a welcoming, organized, and secure the education environment while maintaining confidentiality, professionalism, and a high level of customer service. This position requires strong organizational skills, attention to detail, the ability to prioritize multiple responsibilities, and effective communication with families, staff, and external partners.

This is a full-time, on-site position. Standard “academic” office hours are generally 8:30 a.m. to 4:30 p.m. However, schedules may vary by site location and operational needs. Occasional flexibility outside of regular business hours may be required to support program operations, meetings, emergencies or other business needs.

Essential Responsibilities

Front Office & Reception

• Serve as the first point of contact for students, families, visitors, vendors, and staff.
• Answer and direct incoming phone calls and respond to general inquiries.
• Greet visitors and maintain a professional, welcoming front office environment.
• Ensure continuous front desk coverage during program hours.

Building Access & Security

• Verify visitor identity prior to granting access to the building.
• Verify student pick-up authorization before releasing students.
• Follow safety and security protocols and report concerns to leadership.

Student Records & Administrative Support

• Maintain accurate and organized student records and required documentation.
• Track outstanding parent forms, contracts, and required paperwork.
• Maintain classroom allergy lists and other student-related records as assigned.
• Assist with document management, filing, and administrative reporting.

Attendance

• Record daily student attendance and maintain attendance records.
• Contact families regarding unexplained absences and request supporting documentation when appropriate.
• Provide attendance updates and reports to leadership.

Transportation Coordination

• Maintain transportation and bus rosters.
• Update transportation records throughout the academic year.
• Communicate transportation updates and delays to families as needed.
• Coordinate with transportation providers regarding operational concerns.

Employee Administrative Support

• Maintain employee emergency contact information and administrative records.
• Assist Human Resources with the onboarding process for new hires, including monitoring completion of required pre-employment and onboarding documentation.
• Coordinate office resources, including assigned equipment and supplies, as directed.
• Monitor employee timekeeping records and communicate missed punches to employees and supervisors.
• Direct employees to Human Resources for HR-related questions and support.

Office Administration

• Order and maintain office supplies and materials.
• Assist with scheduling, meetings, mail distribution, and general office organization.
• Support leadership with administrative projects and communications.
• Perform other duties and special projects as assigned to support the daily operations of the program.

Pay: From $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Application Question(s):

• Ae you available to work on-site from 8:30AM to 4:30PM?
• Are you able to start this position immediately?

Work Location: In person

Salary : $45,000