Administrative Assistant

Learn & Play Montessori; San Carlos (CA); On-site; USD 33,000 - 36,000; Full time

Benefits offered by this job

Competitive hourly pay $24-$26/hr DOE

Medical/Dental/Vision coverage

Paid Time Off

Paid Holidays

401K

Professional Development

Job summary

Learn & Play Montessori School is seeking an Administrative Assistant to coordinate front office operations at the San Carlos campus. You will greet visitors, manage communications, maintain confidential records, and support staff and families to ensure smooth daily operations.

The role requires strong organizational skills, proficiency with MS Office and SharePoint, and the ability to multitask in a fast-paced environment while delivering outstanding customer service.

Qualifications

• Proficient computer skills including Microsoft Office and experience with SharePoint a plus
• Excellent verbal and written communications skills
• Regular communication with staff, children, and parents/guardians

Responsibilities

• Greet and assist visitors
• Respond to inquiries in Procare from parents/staff promptly and professionally
• Database management for confidential information
• Create and revise office systems and procedures
• Manage filing systems and attendance records
• Maintain staff calendars and school events scheduling
• Open and distribute office correspondence
• Coordinate staff meetings and other arrangements
• Communicate with departments to coordinate school activities
• Provide classroom support to meet operational requirements
• Care for children aged 18 months to 6 years as part of the role

Skills

MS Office

SharePoint

Verbal & written comms

Education

Associate or Bachelor’s in Early Childhood Education

12 Core ECE Units

Tools

Office equipment

Job description

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.

Benefits:

• A great company with upward mobility
• $24-$26/hr. DOE
• 70% Paid Medical, Dental and Vision
• Paid Time Off (PTO), Paid Sick Leave, 12 Paid Holidays, Paid Week-off in December
• 401K
• Professional Development

Qualifications:

• Associate Degree or Bachelor’s Degree in Early Childhood Education Preferred
• Proficient computer skills including Microsoft Office and experience with Sharepoint a plus
• Completed 12 Core ECE Units preferred
• Excellent verbal and written communications skills
• Regularly communicate in a positive and effective manner with staff, children, and parents/guardians
• Excellent leadership, organizational, and planning skills
• Ability to adjust to changing schedules and priorities
• In-depth knowledge of administrative management and related functions
• Ability to solve practical problems, multi-task and establish effective priorities
• Able to work both independently and in a team environment
• Effectively and efficiently execute duties with minimum direction to meet deadlines

Learn and Play Montessori School is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, military or veteran status, gender identity or expression, or any other basis protected by local, state, or federal law.