What are the responsibilities and job description for the Primary Administrative Assistant to the Deans position at Le Jardin Academy?
Le Jardin Academy is looking for a Primary Administrative Assistant-to the Deans (Full-time). This position will support the Primary Division in operating a successful program for faculty, parents, and students. At least 1 – 2 years of experience working in an Administrative Assistant role is required. Applicants must be authorized to work in the United States. No phone calls, please. Please submit a resume and cover letter. Hourly pay starting at $20.
Le Jardin Academy
Job Description: Primary Administrative Assistant to the Deans
Reports to: Head of Primary
Work Schedule: (12) Twelve month
Must have the flexibility to work Monday through Friday
Consults with: Supervisor, Parents, Students, Office Staff, Facilities, Tech, Vendors
Job Status: Full Time
FLSA Status: Non-Exempt
Date Revised: June 2026
EMPLOYER
Le Jardin Academy, located in Kailua, HI, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside.
POSITION SUMMARY
The Administrative Assistant will support the Primary Division in operating a successful program for faculty, parents, and students. The responsibilities of the position will include but are not limited to, those associated with the daily operation of the school: Faculty, staff, students, communications, and all educational-related activities and objectives applicable to faculty and students.
General Expectations include supporting the LJA mission statement and implementation of the IB program, modeling the school-wide Agreements and the attributes of the IB Learner Profile, exhibiting courteous behavior and a sense of professionalism at all times, and demonstrating an enjoyment of working with children.
GENERAL RESPONSIBILITIES
Acts as a liaison with employees, students, parents, and outside agencies
Maintain positive and professional staff and parent/family relationships; welcome and greet parents and office guests
Maintain positive and professional staff and parent/family relationships
Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
Manage communication of information in and out of the office; type out correspondence letters, emails, etc. (paper and electronic); prepare outgoing mail and packages
Ensure office is kept clean and organized at all times, monitor and maintain office equipment
Establishes, develops, maintains, and updates the filing system for the department.
Plan and schedule meetings, presentations, and other events; send reminders regarding upcoming appointments
Responds to email questions and requests in a timely manner
ESSENTIAL RESPONSIBILITIES
Acts primarily to coordinate internal functions of the organization.
Support the logistics related to the hiring and onboarding of new faculty and staff, including substitute teachers.
Supports in the coordinates arrangements and logistics for campus events, including room reservations and set up coordination.
Ensure accurate daily attendance is documented for PK-5 in alignment with DHS requirements.
Communicate attendance data as requested.
Support in the upkeep of DHS licensure paperwork.
Coordinate the ordering of preschool and other school-provided snacks with Food Management
Support the implementation of emergency drills and procedures
Identify and print items for the Friday Folders
Deliver belongings to children from the front desk.
Support the deans with preparation for weekly faculty meetings and other on-campus professional learning.
Support the Primary Student Experience Manager in the coordination the booking of field trips (bus, lunch cancellations.) and guest speakers.
Arranges the booking and communicating of Professional Development registration, travel, and lodging logistics.
Support logistics related to substitute teacher coverage
Work closely with Deans and Head to order school supplies
Monitor office supplies; order and re-stock as needed
OTHER DUTIES
Student supervision as needed
Attend and support in the hosting of school admissions events on weekends or after school hours.
Support the Administrative Assistant to the Deans on other tasks assigned
Attendance at events: Parent Nights, Open Houses, Admissions Testing (at the discretion of the division head).
Additional duties as needed
Education:
High School diploma
Bachelor’s degree preferred.
Experience:
Proficient in Google Apps and Microsoft Office
Non-profit or customer-oriented background preferred.
At least 1 – 2 years of experience working in Administrative Assistant role.
Demonstrated customer service excellence.
Qualifications and Requirements
Competencies, Specialized Skills, and Knowledge:
Strong interpersonal skills and ability to work in a team environment.
Detail-oriented
Flexibility and ability to prioritize tasks
Ability to take initiative, work independently and with teams
Highly effective communicator (written and verbal)
Ability to meet deadlines in an environment with multiple simultaneous projects.
High Level of Technology Skills required (proficient in google apps and microsoft office)
Ability to acquire new technological skills
● Proven ability to represent the department and organization in writing – applicant may be asked for a writing sample.
Strong problem-solving skills
Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required:
Regularly required to use hands and fingers to handle, feel or operate objects, tools or controls
Regularly required to reach with hands and arms.
Frequently required to stand, talk, and hear
Salary : $20