Administrative Assistant

Superkids; Kuwait City; On-site; KWD 3,000 - 15,000; Full time

Job summary

A prominent nursery in Kuwait City is seeking an Administrative Assistant to handle clerical duties, manage student admissions, and support financial transactions. The ideal candidate will have strong computer, organizational, and customer service skills. A significant commitment to teamwork and a professional demeanor are essential for success in this role.

Qualifications

• Strong commitment to customer service and teamwork.
• Ability to maintain confidentiality.
• Effective communication skills with parents and staff.

Responsibilities

• Assist in student registration and maintain accurate records.
• Manage financial transactions and maintain petty cash.
• Keep the reception area organized and clean.

Skills

Good computer skills

Detail-oriented

Good organizational skills

Good time management skills

Good customer service skills

Job description

Role

The Administrative Assistant 1 is employed to carry out clerical duties of the nursery including organizing and assisting guests.

Description of Duties

Public Relations

1. The Administrative Assistant 1 is responsible for fostering teamwork and collaboration, ensuring the core values of Trust, Respect, Empathy, Agility and Discipline are upheld as an integral part of Superkids Nursery’s ethos. These values help promote professionalism; righteousness and high moral, ethical and academic standards.
2. Demonstrate a commitment to customer service by greeting all visitors with a smile and communicating in a calm, professional manner.
3. Work effectively in a team environment to achieve nursery goals.
4. Exhibit positive interpersonal skills in communication with students, nursery staff, the broader community and external agencies.
5. Responsible for coordinating with couriers for any necessary documentation.
6. Responsible for coordinating with IT department matters regarding phone lines, internet connection, cameras, and printers.

Administrative Tasks

1. Perform a wide range of secretarial/clerical duties, including record management, report preparation and documentation processes within the nursery environment.
2. Must be present at the reception desk at all times. In case of an emergency, inform the Manager/Principal before leaving the desk.
3. Answer all incoming calls, take notes and transfer calls to Principal/Manager as needed.
4. Responsible for staff daily attendance record keeping.
5. Responsible for maintaining daily attendance record for students. In case of a child being absent, will make all necessary calls to parents to check on the child’s wellbeing.
6. Oversee the management of computer & printer supplies, ensuring that all orders are made on time.
7. Responsible for assisting the Principal in class inventories during or at the end of the year. The final list should be stored in Dropbox and a hard copy should be signed by the teacher and placed in the teacher’s file.
8. Assist teachers in sourcing age‑appropriate activity sheets and materials for classroom use.
9. Responsible for collecting and managing all letters, forms, notifications, and attendance sheets between staff and teachers.
10. Responsible for printing and ensuring that all necessary forms & links (student registration, employment, letters) are readily available at all times.
11. Responsible for arranging & maintaining the cleanliness of all storage areas (indoors & outdoors).
12. Responsible for ordering cleaning supplies on time to ensure proper maintenance of the nursery.
13. Maintain an active file of candidates’ CVs for employment and assist with arranging interviews as needed.
14. Responsible for cleanliness and organization of the entire reception area, ensuring the desk is neat and orderly.
15. Inform the Principal promptly if an absence or emergency occurs.

Student Affairs & Admission Processes

1. Responsible for filing and completing all new student registration applications & organize by class in accordance to the nursery admission processes.
2. Complete and maintain all student files, ensuring any missing information is followed up with parents.
3. Maintain up to date records for all current students in physical and digital formats.
4. Maintain a record of important messages sent to parents via WhatsApp, email or Seesaw and inform the principal.
5. Ensure all enquiries via Whatsapp are answered accurately and in a timely manner.
6. Communicate all parent messages or complaints to the Manager/Principal in a clear and effective manner.
7. Responsible for giving tours to parents of new registration if the Principal is unavailable or busy.
8. Maintain a report of the uniform inventory, ensuring that the minimum required quantity is available in various types and sizes.
9. Place orders for uniforms as needed.
10. Responsible for organizing trips and coordinating bus arrangements, ensuring proper logistics.
11. Responsible in coordinating student lists, supporting the trip planning, and execution before or during trips/eventsli>
12. Assist the photographer during trips, events, birthdays if the photographer is busy.

Financial Processes

1. Responsible for managing all money transactions within the nursery, including invoicing, sending links and record keeping.
2. Responsible for petty cash budget and maintaining accurate records.
3. Responsible for creating salary reports, maintaining records and sending them to the HR Manager on the cut off date.

Staff Relations

1. Act as a liaison between staff & administration, facilitating smooth communication across all parties.
2. Maintain total confidentiality of nursery matters at all times.
3. Refrain from side discussions between staff during official working hours. Wireless phones may be used for important communications.
4. Keep the Principal/Manager informed of any issues or problems within the nursery.
5. Ensure fairness and consistency in all matters related to staff.
6. Keep the Principal and Administration informed of any staff emergencies and absences.
7. Ensure every staff member adheres to the appropriate nursery uniform at all times.
8. The Administrative Assistant 1 shall be responsible for any other ad hoc tasks that may be assigned by the Management/Administration from time to time.

Skills

1. Good computer skills
2. Detail‑oriented and good organizational skills
3. Good time management skills
4. Good customer service skills