Front Desk Administrative Assistant

Rippling, Inc.; Portland (OR); On-site; USD 33,000 - 36,000; Part time

Job summary

Catlin Gabel School is seeking a Front Desk Administrative Assistant to welcome students, families, employees, and visitors, manage front desk operations, and support campus communication and safety procedures.

The role reports to the Assistant Head of School and provides administrative support to multiple departments. The position is 0.8 FTE, 10.5-month, and benefit-eligible, with a typical day starting at 7:45 a.m. and ending around 4:00 p.m.

Qualifications

• Experience in administrative coordination, customer service, education, nonprofit work, event or program support.
• Strong written and verbal communication skills.
• Experience in a school or family-facing environment preferred.

Responsibilities

• Serve as the primary point of contact for students, families, employees, and visitors by providing exceptional customer service, managing the school switchboard, coordinating visitor check-in procedures, and maintaining a welcoming lobby environment.
• Support campus safety procedures, emergency communications and drills, and ensure visitors follow campus access and check-in protocols.
• Provide administrative support to the Head of School, Enrollment, Advancement, and Athletics teams, including materials preparation, scheduling, records, and invoices.

Skills

Customer Service

Organizational Skills

Team Collaboration

Job description

Catlin Gabel is an independent, progressive school (preschool-grade 12) whose mission is to foster compassionate and curious citizens of the world by inspiring in every student a love of learning and the courage to take responsible action. The school is located in the southwest hills of Portland, OR on a 67-acre wooded campus. All team members are an integral part of the student experience and are expected to uphold our core values of Kindness, Integrity, and Inclusion in all that they do.

Catlin Gabel School is an Equal Opportunity Employer. We celebrate diversity and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, disability, or any other protected characteristic under federal, state, or local law. If you have any questions, please reach out to [e-mail].

The Head of School Office serves as a central hub for communication, connection, and support across the school community. Team members work collaboratively with students, families, employees, and visitors to ensure a welcoming, safe, and well-organized campus experience. This is a highly visible role that offers the opportunity to build relationships across departments while contributing to the daily success of the school.

Department: Head of School | Reports to: Assistant Head of School | Hiring Pay Range: $24 - 26/hour FTE: 0.8, Full-Time, Benefit-Eligible (10.5 Month Position) | FLSA: Non-Exempt | EEO: 6

THE ROLE

The Front Desk Administrative Assistant serves as the welcoming face of Catlin Gabel School and plays an important role in creating a positive experience for students, families, employees, visitors, and prospective families. As the first point of contact for the school, this position manages front desk operations, supports campus communication and safety procedures, and provides administrative assistance to several school departments.

This role is ideal for someone who enjoys helping others, thrives in a dynamic environment, and balances multiple priorities with professionalism, warmth, and good judgment. Successful candidates are highly organized, service-oriented, and comfortable interacting with a wide variety of people throughout the school community.

WHAT YOU'LL DO

The Front Desk Administrative Assistant reports to the Assistant Head of School and is responsible for:

• Front Desk Customer Service & Lobby Management: Serve as the primary point of contact for students, families, employees, and visitors by providing exceptional customer service, managing the school switchboard, coordinating visitor check-in procedures, and maintaining a welcoming lobby environment.
• Campus Emergency Support: Support campus safety and security procedures, assist with emergency communications and drills, and help ensure visitors and community members follow established campus access and check-in protocols.
• Administrative Support: Provide administrative assistance to the Head of School, Enrollment, Advancement, and Athletics teams, including preparing materials, coordinating schedules and events, maintaining records, processing invoices, and supporting departmental projects.

WHO YOU ARE & KEYS TO SUCCESS

To be successful in this role, you will excel in these areas:

• Welcoming & Service-Oriented: You create a positive first impression for everyone who enters the school, respond thoughtfully to questions and requests, and enjoy supporting students, families, and visitors.
• Organized & Reliable: You manage multiple responsibilities efficiently, pay attention to details, and consistently follow through on commitments while maintaining a high level of professionalism.
• Sound Judgment, Adaptability & Collaboration: You handle confidential information with discretion, remain calm when priorities shift, communicate effectively, and work collaboratively with colleagues across the school community.

Qualified candidates will have demonstrated experience in administrative coordination, customer service, education, nonprofit work, event or program support, or a related field. Strong written and verbal communication skills, organizational abilities, technology proficiency, and customer service skills are required. Experience in a school or other family-facing environment is preferred.

WHAT ELSE YOU SHOULD KNOW

This is a 0.8 FTE, 10.5-month, benefit-eligible position. The regular workday begins at 7:45 a.m., with primary front desk coverage generally scheduled from 7:45 a.m. to 4:00 p.m. The position requires consistent front-desk presence during the school day and regular interaction with students, families, employees, and visitors.

Work is performed primarily in a front office and lobby setting, with occasional movement throughout the school's 67-acre campus, including stairs and uneven terrain. The role may require occasional lifting or moving of materials weighing up to 30 pounds and participation in campus emergency response procedures and drills.

The School offers a generous benefits package. Please see our website for details: https://www.catlin.edu/about/employment.