Administrative Assistant

At Learn & Play Montessori Schools, we are bringing heart back into education. We are building a connected community of thriving, high-performing schools where people are at the center of our organization. Learn & Play Montessori aims to be one of the best Montessori schools in the greater San Francisco Bay Area.

The primary responsibility of the Administrative Assistant is to coordinate all front office activities of the school and regularly communicate with staff and parents to ensure the school is operating at its highest standard. The Administrative Assistant is also responsible for performing routine clerical and administrative functions such as drafting correspondence, scheduling facility tours and appointments, organizing and maintaining records and providing general information to student families and visitors.

Responsibilities

• Greet and assist visitors
• Respond to a variety of phone and/or email requests/inquiries in Procare from parents and/or staff in a timely, professional, and courteous manner
• Database management to include the creation, maintenance, and entry of confidential information
• Create and revise systems and procedures by reviewing operating practices, record keeping, forms control, and office layout
• Manage filing systems and attendance records
• Maintain workflow with reporting procedures
• Maintain supply inventory, anticipates needs, places orders and verifies receipt of supplies
• Maintain office equipment and arrange for repairs as needed
• Open and distribute office correspondence
• Share responsibilities for opening and closure of office daily
• Develop and maintain all calendars including staff monthly calendar, vacation calendar and scheduling of on or off-site school-sponsored events
• Attend routine staff meetings
• Schedule meetings and other arrangements for staff
• Communicate and cooperate with other departments to ensure coordination of school activities
• Performs other duties and responsibilities as assigned
• Administrative staff must actively participate in providing classroom support as necessary to meet the overall operational requirements of the school.
• All team members are expected to be willing and capable of caring for children aged 18 months to 6 years old, as it is a mandatory aspect of this position.