Administrative Assistant, Operations and Security

Milken Community School; Los Angeles (CA); On-site; USD 37,000 - 44,000; Full time

Job summary

Milken Community School in Los Angeles, CA seeks an Operations and Security Administrative Assistant to be the first point of contact on campus. You will run the main phone line, greet visitors, manage the Director’s calendar, and prepare reports and communications.

The ideal candidate is organized, discreet, and able to balance front desk duties with administrative priorities while handling sensitive information. This role includes coordinating events and ensuring security coordination.

Qualifications

• High school diploma or equivalent.
• 2nd bullet:Experience in administrative or reception roles, preferably in a school setting.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication and professional phone manner.
• Ability to handle interruptions while maintaining accuracy and confidentiality.
• Familiarity with Google Workspace, Microsoft Office, and Envoy.

Responsibilities

• Serve as the welcoming first point of contact for employees, students, families, visitors, and vendors.
• Answer the operation’s main phone line, direct calls, take messages, and respond to routine questions.
• Greet and assist visitors, follow check-in procedures, and notify appropriate staff of arrivals.
• Coordinate with security personnel regarding visitor access, deliveries, and campus inquiries.
• Maintain an organized and professional reception area.
• Manage the Director’s calendar, schedule meetings, and coordinate appointments.
• Prepare correspondence, meeting materials, reports, and departmental communications.
• Document meeting notes and action items, track deadlines, and coordinate follow-up.
• Maintain confidential departmental files and records.
• Process and track invoices, purchase requests, and departmental expenses for review and approval.
• Support school events and coordinate with operations and security teams.
• Organize incident documentation and sensitive records under Director’s guidance.
• Communicate safety concerns and operational issues to the Director or designated staff.

Skills

Google Workspace

Microsoft Office

Envoy

FMX

Education

High school diploma

Tools

Envoy Visitor Management

FMX

Job description

Job Details

Job Location: Los Angeles, CA 90077, Position Type: Full Time, Salary Range: $27.00 - $32.00 Hourly

OUR MISSION

Our School, founded on Jewish values, is about who our children can become and how they can help others become who they might be. Because the world our children will create tomorrow is born in the School we build today, our mission is to educate our children so they can surpass us.

POSITION SUMMARY

The Operations and Security Administrative Assistant serves as the first point of contact for employees, students, families, and visitors, providing a welcoming and professional presence. This position operates the operation’s main phone line, answers and directs calls, responds to routine inquiries, and connects callers with the appropriate departments.

Reporting to the Director of Operations and Campus Safety, this position manages the Director's administrative duties and supports daily campus operations and security coordination. The ideal candidate is organized, responsive, and detail-oriented, with the ability to balance front desk responsibilities and administrative priorities while handling sensitive information discreetly.

RESPONSIBILITIES

• Serve as a welcoming first point of contact for employees, students, families, visitors, and vendors.
• Answer the operation’s main phone line, direct calls, take accurate messages, and respond to routine questions.
• Greet and assist visitors, follow established check-in procedures, and notify the appropriate employees of arrivals.
• Coordinate with security personnel regarding visitor access, deliveries, and campus inquiries.
• Maintain an organized and professional reception area.
• Route urgent calls, concerns, and requests promptly to the appropriate personnel.
• Manage the Director’s calendar, schedule meetings, and coordinate appointments.
• Prepare correspondence, meeting materials, reports, and departmental communications.
• Document meeting notes and action items, track deadlines, and coordinate follow-up.
• Maintain organized departmental files, contact lists, records, and confidential documents.
• Process and track invoices, purchase requests, supply orders, and departmental expenses for review and approval.
• Communicate with employees, vendors, and service providers on the Director’s behalf, as directed.
• Provide administrative support for departmental projects and priorities.
• Support logistical arrangements for school events and coordination with operations and security teams.
• Maintain records of keys, identification badges, and access cards; assist with issuing and collecting them as authorized.
• Assist with maintaining emergency contact lists, preparedness materials, drill records, and emergency supply inventories.
• Organize incident documentation and other sensitive records under the Director’s guidance.
• Communicate safety concerns and operational issues asap to the Director or designated personnel.
• Perform other related duties as assigned.

QUALIFICATIONS

• High school diploma or equivalent required; additional education or training in administration or a related field preferred.
• Previous administrative, reception, or customer service experience; experience in a school setting preferred.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication skills and a professional phone manner.
• Ability to manage frequent interruptions while maintaining accuracy and following through on assignments.
• Proficiency with Google Workspace, Microsoft Office, and FMX is a plus
• Ability to learn visitor management through Envoy
• Sound judgment, discretion, and the ability to maintain confidentiality.
• Ability to remain calm, courteous, and responsive in a busy school environment.
• Ability to work independently and collaboratively with colleagues across departments.

This position includes front desk and office duties, frequent phone and computer use, and movement throughout campus to support operational needs. The role also requires lifting and carrying items weighing up to 15 pounds. All essential functions may be performed with or without reasonable accommodation.

STANDARD ON CAMPUS HOURS

Start: M - F by 7:30 AM
End: M - Th 4:00 PM, F 3:00 PM
*All schedules are subject to change. Occasional schedule adjustments may be needed to support school events and campus activities. Weekend work may also be required.

SALARY RANGE: $27.00 - $32.00 per hour
$56,160 - $66,560 Annually

Milken strives to be a nurturing, diverse and inclusive community. It is a vibrant academic home, drawing faculty and staff from the spectrum of faith, social and cultural backgrounds.

Milken is committed to attracting, developing, and retaining exceptional talent. We offer competitive salaries and benefits (view here) and a rare opportunity to do the kind of work that stays with you—building something meaningful alongside colleagues who care deeply, and helping young people become the leaders our world needs. Explore our other opportunities here.