Bilingual Administrative Specialist for School Leadership

Confidential - West Philadelphia Achievement Charter Elementary School; Philadelphia (Philadelphia County); On-site; USD 38,000 - 48,000; Full time

Job summary

Confidential - West Philadelphia Achievement Charter Elementary School is seeking a Bilingual Administrative Assistant to provide comprehensive administrative support to school leadership. The role manages calendars, coordinates meetings, handles correspondence, and maintains confidential records, ensuring smooth operations and effective communication with staff, families, and partners.

The position requires fluency in English and Spanish, strong organizational skills, discretion, and the

Qualifications

• Fluency in English and Spanish (speaking, reading, and writing) required.
• Associate degree preferred in Business Administration, Office Administration, Education, or related field.
• Minimum of two years administrative or secretarial experience.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar, Drive).
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information with professionalism and discretion.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced school environment.

Responsibilities

• Provide administrative support to school leadership, including managing calendars, scheduling appointments and meetings, and coordinating daily office operations.
• Triage calls, respond to emails, and communicate professionally with staff, families, and external partners on behalf of the administration office.
• Transcribe Board Meeting Minutes and assure they are archived and available for compliance reporting.
• Prepare, proofread, and distribute correspondence, reports, presentations, and other administrative documents.
• Maintain organized filing systems and databases while ensuring the confidentiality of sensitive employee and student information.
• Coordinate school-wide events and special activities.
• Utilize Microsoft Office, Google Workspace, and other database systems to prepare reports, track information, and support departmental operations.
• Perform other administrative duties as assigned.
• Manage and maintain a safe, clean, and inviting climate in the administration office.

Skills

Bilingual (English/Spanish)

Organizational skills

Communication skills

Time-management

Discretion handling confidential info

Education

Associate degree in Business/Office Administration or related field

Tools

Microsoft Office

Google Workspace

Job description

Summary

The Bilingual Administrative Assistant provides comprehensive administrative support to school leadership by managing office operations, coordinating events, maintaining confidential records, and ensuring effective communication with staff, families, and community partners. This position requires excellent organizational skills, attention to detail, discretion, and the ability to work in a fast-paced educational environment.

Job Responsibilities

• Provide administrative support to school leadership, including managing calendars, scheduling appointments and meetings, and coordinating daily office operations
• Triage calls, respond to emails, and communicate professionally with staff, families, and external partners on behalf of the administration office
• Transcribe Board Meeting Minutes and assure they are archived and available for compliance reporting
• Prepare, proofread, and distribute correspondence, reports, presentations, and other administrative documents
• Maintain organized filing systems and databases while ensuring the confidentiality of sensitive employee and student information
• Coordinate school-wide events and special activities
• Utilize Microsoft Office, Google Workspace, and other database systems to prepare reports, track information, and support departmental operations
• Perform other administrative duties as assigned
• Manage and maintain a safe, clean, and inviting climate in the administration office

Job Requirements

• Fluency in English and Spanish (speaking, reading, and writing) is required
• Associate degree in Business Administration, Office Administration, Education, or a related field preferred
• Minimum of two (2) years of administrative or secretarial experience required
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar, Drive)
• Strong organizational, communication, and time-management skills
• Ability to handle confidential information with professionalism and discretion
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced school environment
• Must be able to obtain and maintain FBI Criminal History Clearance, Pennsylvania State Police Criminal Record Check, Pennsylvania Child Abuse History Clearance
• Physical requirements: Prolonged periods sitting at a desk and working on a computer, and able to lift 10 to 15 lbs