Administrative Assistant

Talentify; Apex (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Talentify seeks an Administrative Assistant to support the Central Office, reporting to the Chief of Staff. The role involves coordinating executive communications, preparing documents, scheduling meetings, and maintaining confidential records within a fast-paced corporate environment.

Ideal candidates will have a Bachelor's degree in Business Administration and at least 3 years of administration experience, with strong organizational and communication skills.

Qualifications

• Bachelor's Degree in Business Administration.
• Administration experience: 3 years reporting directly to senior management.
• Strong organizational, project management and problem-solving skills.

Responsibilities

• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Prepare internal and external corporate documents for team members and industry partners.
• Schedule meetings and appointments and manage travel itineraries.
• Maintain an organized filing system of paper and electronic documents.
• Uphold a strict level of confidentiality.
• Develop and sustain a level of professionalism among staff and clientele.
• Provide general administrative support.

Skills

Organizational skills

Project management

Problem-solving

Education

Bachelor's degree in Business Administration

Tools

Word processing

Spreadsheets

Databases

Presentation software

Infinite Campus SIS

Job description

POSITION SUMMARY

THE ideal candidate is highly self-motivated, professional and capable of managing their work load
and prioritizing task in a fast-pace corporate environment. This is an excellent opportunity to join a
growing company with competitive compensation and benefits. The Administrative Assistant —
Central Office reports to the Chief of Staff.

KEY RESPONSIBILITIES

• Coordinate executive communications, including taking calls, responding to emails and
  interfacing with clients
• Prepare internal and external corporate documents for team members and industry partners
• Schedule meetings and appointments and manage travel itineraries
• Maintain an organized filing system of paper and electronic documents
• Uphold a strict level of confidentiality
• Develop and sustain a level of professionalism among staff and clientele
• Answering phones and routing calls to the correct person or taking messages.
• Researching and conducting data to prepare documents for review and presentation by the
  Superintendent and team.
• Using various software, including word processing, spreadsheets, databases, and
  presentation software.
• Provide general administrative support.
• Additional Duties and Responsibilities
• Manage and maintain accurate student enrollment records within the Infinite Campus Student
  Information System (SIS), including new enrollments, withdrawals, transfers, and demographic
  updates.
• Support Census management by verifying student data, enrollment counts, and compliance
  documentation required for state and federal reporting.
• Monitor and assist with daily student attendance processes, ensuring accurate entry,
  corrections, and follow-up in Infinite Campus.
• Demonstrate working knowledge of district systems, including Infinite Campus, ParentSquare,
  and other student data platforms, and provide support as needed.
• Coordinate the generation, review, and distribution of report cards, ensuring accuracy,
  timeliness, and compliance with district grading policies.
• Distribute report cards to parents/guardians through approved platforms (digital and/or print),
  maintaining confidentiality and proper documentation.
• Assist with ParentSquare communication management, including posting announcements,
  managing parent inquiries, and supporting school-to-family communication efforts.
• Generate student and administrative reports from Infinite Campus and related systems for
  leadership, auditors, and state reporting purposes.
• Collaborate with school sites, counselors, and administrators to resolve enrollment,
  attendance, and data discrepancies.
• Ensure compliance with FERPA and district confidentiality standards when handling student
  and family information.
• Provide technical and procedural support to staff regarding student information systems and
  reporting processes.
• Perform additional clerical and administrative duties related to student services and district
  operations as assigned.

MINIMUM QUALIFICATIONS

• Bachelors Degree; Business Administration
• Administration experience: 3 years reporting directly to senior management
• Strong organizational, project management and problem-solving skills

PREFERRED QUALIFICATIONS

• Prior experience in a public charter school or similarly mission-driven educational setting.
• Familiarity with TMSA's academic model, student population, and Leader in Me framework.
• Bilingual abilities (English plus an additional language).

KEY COMPETENCIES

• Mission Alignment — Demonstrates strong commitment to TMSA's mission and Science Wisdom Peace values.
• Communication — Communicates clearly and professionally with students, families,
  colleagues, and supervisors.
• Collaboration — Works effectively as part of a multi-disciplinary team.
• Integrity — Maintains the highest standards of confidentiality, professionalism, and ethical
  conduct.
• Continuous Improvement — Welcomes feedback and pursues ongoing professional growth.