Executive Assistant to the Preschool Director

HAPPY BIRCH Inc.; Los Angeles (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

4 Weeks Holiday Pay

Sick Leave

Paid time off

Job summary

HAPPY BIRCH Inc. is seeking an Executive Assistant to the Preschool Director in Los Angeles. You will provide high-level administrative support, coordinate schedules, manage communications, and help ensure smooth day-to-day operations of the preschool.

Responsibilities include handling meetings, preparing documents, supporting special projects, and assisting on-site staff and teachers as needed. A professional demeanor and strong organizational skills are essential for success.

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration, early childhood education, or related field preferred.
• 3+ years of executive assistant or administrative support experience, preferably in education or childcare.
• Strong organizational and time-management skills; excellence in written and verbal communication.

Responsibilities

• Administrative Support: Manage schedules, appointments, and meetings for the Preschool Director, in-person and virtual.
• Communication: Liaise between Director, staff, parents, and external partners; handle calls, emails, and mail.
• Scheduling & Event Coordination: Plan meetings, parent-teacher conferences, and school events with logistics.
• Document Preparation: Prepare and proofread reports, presentations, and correspondence; maintain records and confidentiality.
• Project Management: Assist with special projects, support planning, execution, and progress monitoring.
• Office Management: Maintain supplies, equipment, and files; assist in onboarding new staff.
• Support to Leadership: Provide in-class support and attend meetings with parents and staff.

Skills

Organizational skills

Time management

Written communication

Verbal communication

MS Office

Discretion

Problem solving

Independent work

Education

High school diploma

Associate or Bachelor preferred

Tools

Brightwheel

Job description

Benefits

• 4 Weeks Holiday Pay
• Sick Leave
• Paid time off

Job Summary

The Executive Assistant to the Preschool Director will provide high-level administrative support to the Director and assist in the efficient operation of the preschool. This position requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment. The Executive Assistant will manage schedules, communication, and documentation while ensuring a smooth flow of day-to-day activities.

Key Responsibilities

• Administrative Support: Provide comprehensive administrative support to the Preschool Director, including managing schedules, appointments, and meetings, both in-person and virtual.
• Communication: Act as a liaison between the Director and staff, parents, and external partners. Manage incoming communications, including phone calls, emails, and mail, ensuring timely and professional responses.
• Scheduling & Event Coordination: Coordinate meetings, events, and conferences for the Director, ensuring all logistics are organized and managed efficiently. This includes scheduling staff meetings, parent-teacher conferences, and school events.
• Document Preparation: Prepare and proofread reports, presentations, and correspondence as needed. Maintain accurate records, files, and documentation, ensuring confidentiality and compliance with school policies.
• Project Management: Assist with special projects as assigned by the Director, providing support in planning, executing, and monitoring progress.
• Office Management: Maintain office supplies, equipment, and files, ensuring a well‑organized and efficient workspace. Assist in onboarding new staff and provide general office support as needed.
• Support to Leadership: Offer administrative support for meetings with parents and staff. Also, provide in‑class support for teachers as needed.

Qualifications

• Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration, early childhood education, or a related field is preferred.
• Experience: Minimum of 3 years of experience in an executive assistant or administrative support role, preferably in an educational or childcare setting.
• Skills: Strong organizational and time‑management skills.
• Excellence in written and verbal communication.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks with competing priorities.
• Discretion and confidentiality in handling sensitive information.
• Strong problem‑solving abilities and proactive approach to challenges.
• Personal Characteristics: Professional demeanor, positive attitude, strong interpersonal skills, and the ability to work independently and as part of a team.

Preferred Skills

• Familiarity with Brightwheel school management software for managing parent communication, attendance, billing, and other administrative tasks is highly preferred.
• Experience with other educational or school management software systems is a plus.

Working Conditions

• Full‑time, Monday through Friday, with occasional evening or weekend hours for school events.
• Office environment within a preschool setting.
• Occasional lifting and carrying of materials or supplies up to 25 pounds.

Compensation and Benefits

• Competitive salary based on experience.
• Paid time off (PTO) and holidays.
• Opportunities for professional development and growth within the organization.