Upper School Administrative Assistant

About the School:

Kennedy International School provides a bilingual, well-rounded education for its students from preschool through 12th grade. We pride ourselves on the strength of our faculty, the diversity of our student body, and our cultural richness. Through our individualized approach to instruction, thanks to our small student-teacher ratio, students are encouraged to leverage their personal strengths and passions as they develop their language and academic knowledge.

Position Overview:

The Administrative Assistant plays a key role in supporting the day-to-day operations of the school, with primary responsibility for administrative coordination, student records management, and student life support. This position works closely with school leadership to promote the school’s mission, enhance the student experience, and support enrollment, retention, and community engagement efforts.

This is a full-time, non-exempt position.

This role works in our Upper School division (middle school and high school), and reports to the Upper School Director.

Key Responsibilities:

Administrative Support & Office Operations

• Manage calendars for school leadership, ensuring alignment with school priorities and events
• Provide general office support, including correspondence, communications, and clerical tasks
• Serve as a front office point of contact for parents, students, faculty, and visitors
• Coordinate schoolwide communications, notices, and announcements
• Organize internal and external meetings and events; prepare materials and take minutes as needed
• Order and maintain office and school supplies; track inventory and expenses
• Liaise with vendors and service providers as needed
• Support budgeting and expense tracking for the Upper School
• Assist with special projects and perform other duties as assigned

Scheduling & Logistics

• Coordinate school calendars, room bookings, and schedule adjustments
• Manage student scheduling logistics, including study halls, extra help sessions, and dismissal processes
• Oversee transportation coordination (e.g., student transit cards, trip logistics)
• Support planning and execution of school events, assemblies, and parent-facing programs

Student Records & Compliance

• Maintain accurate and up-to-date student records, including academic, health, legal, and enrollment documentation
• Manage the student information system (FACTS), ensuring data accuracy and completeness
• Monitor immunization and health records for compliance with regulations
• Process report cards, progress reports, attendance records, and official documentation requests
• Support enrollment, withdrawals, and student transitions

Attendance & Student Services

• Track daily attendance, including absences, lateness, and early dismissals
• Communicate with families regarding attendance and student needs
• Attend to sick or injured students and coordinate family communication
• Ensure adherence to school policies and regulatory requirements

Student Affairs & Student Life

• Coordinate student activities, clubs, leadership initiatives, and community-building events
• Support assemblies, appreciation weeks, and other student programs
• Assist with onboarding and transition support for new students
• Monitor student concerns and coordinate with counselors, teachers, and leadership as needed

Field Trips, Athletics & Events

• Manage field trip processes, including approvals, logistics, permissions, and compliance
• Coordinate transportation, documentation, and communication for trips and events
• Support athletic events, tournaments, and related logistics

Alumni Relations

• Maintain and update alumni database, including contact information, university placements, and career updates
• Support alumni engagement initiatives and communications

Recurring Annual Responsibilities

Academic & Testing

• Support logistics for standardized testing (e.g., MAP, IB, DNB exams)
• Assist with report distribution and academic recordkeeping

Community & Events

• Coordinate staff celebrations and community events
• Provide logistical support for parent-facing programs

Graduation & Senior Events

• Assist with graduation planning and execution
• Coordinate senior activities and end-of-year celebrations

End-of-Year Processes

• Archive student records and files
• Support year-end administrative closeout

Requirements

• At least two years of administrative assistant experience
• Excellent written and verbal communication required in English and French
• Strong organizational and time management skills
• Ability to manage multiple priorities with attention to detail
• Proficiency with student information systems and office software
• Discretion in handling confidential information
• Collaborative, proactive, and service-oriented mindset

Benefits

The hourly rate for this position is $28 - $33 per hour.

This role will be eligible for benefits including medical insurance (80% covered by employer), dental, vision, commuting benefits, Flexible Savings Account (FSA), and 401K retirement plan.