What are the responsibilities and job description for the Primary Division Administrative Assistant (Regular Full-time) position at Le Jardin Windward Oahu?
Le Jardin Academy is looking for a Primary Administrative Assistant (Regular 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. If interested, please apply through ADP > Myself > Talent > Career Center.
Le Jardin Academy
Job Description: Primary Division Administrative Assistant
Reports to: Head of the Primary | Work Schedule: Twelve month Must have flexibility to work Monday through Friday | Positions Supervised: |
Job Status: Full-time | FLSA Status: Non-Exempt | Date Revised: May 2025 |
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 DUTIES AND RESPONSIBILITIES
Support the logistics related to the onboarding of new students and families including any physical mailings regarding new family orientation.
Supports student enrollment management
Supports the external-facing publication of class lists
Acts as a liaison between the school and families
Coordinate and schedule meetings with stakeholders (faculty, parent meetings, etc...)
Arrange and set up Learning Support Meetings (internal and external)
Provide families with school documents
Lead Parent Communication
LJA Weekly and newsletter mailings
Health communications
Parent Square notifications
External calendar and other parent information fliers
and other parent communications
Support parent and faculty events (including but are not limited to: Parent Coffees, Parent conferences, 5th Grade Moving up, Parent events) with room reservations and other logistics.
Support the divisional head
Manage the Head of Primary’s calender
Supporting divisional head with the ADP process for teacher absences
Manage external licensing and accreditation processes (DHS, ensure training of staff…)
OTHER DUTIES
Faculty Communication
Student Supervision as needed
Liaison between Primary division and other departments.
Support the implementation of emergency drills and procedures
Support the ____ other administrative assistant in other tasks assigned
Attendance at events: Parent Nights, Open Houses, Admissions Testing (at the discretion of the division head).
Education:
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Qualifications and Requirements
Competencies, Specialized Skills, and Knowledge:
● Proven ability to represent the division and organization in writing – applicant may be asked for a writing sample.
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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 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 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