Administrative Assistant

Primary Responsibilities

• Administrative Support:
  • Answer phone calls, emails, and in-person inquiries in a professional and friendly manner.
  • Greet parents, visitors, and staff, providing excellent customer service and ensuring a welcoming atmosphere.
  • Maintain and organize office files, student records, and other important documents (both paper and digital).
  • Assist with scheduling meetings, school events, and parent-teacher events.
  • Handle general office tasks, including ordering supplies, maintaining inventory, and processing incoming and outgoing mail.
  • Keep the preschool’s administrative areas neat, organized, and professional.
• Enrollment & Registration:
  • Assist with the enrollment process for new students, including the completion of forms and collection of required documentation and information.
  • Maintain accurate and up-to-date student records in compliance with school policies and state regulations.
  • Input and maintain information in schools online database management systems used.
• Communication & Coordination:
  • Facilitate communication between parents, teachers, and administrative staff.
  • Assist in preparing newsletters, flyers, and other communication materials to inform parents and guardians of upcoming events, schedule changes, and school activities.
  • Help coordinate school events, field trips, and special programs.

• Financial Support:
  • Assist with tuition billing, payments, student time sheets and financial record-keeping.
  • Maintain records of student payments and assist parents with billing inquiries.
• Classroom Support:
  • Provide support to teachers and staff as needed and communicate to the CEO & Director. 
  • Assist in preschool classrooms and support when needed for coverage or assistance.
• Compliance & Safety:
  • Ensure that the preschool meets all regulatory requirements and stays in compliance with state and local regulations.
  • Maintain up-to-date certifications, such as mandated reporter, immunizations, first aid and CPR for all staff.
  • Monitor safety protocols and assist in maintaining a safe, secure environment for children, staff, and visitors such as fire drills, emergency.
  •  Ensure health-related records (e.g., allergy information, emergency contacts, etc.) are up to date and accessible to staff.

Qualifications

• Strong Organizational Skills – Ability to multitask and manage administrative duties efficiently.
• Excellent Communication – Clear and professional verbal and written communication with parents, staff, and external contacts.
• Customer Service Orientation – Friendly, approachable, and helpful when assisting families and visitors.
• Attention to Detail – Ensuring accurate records, compliance, and smooth operations.
• Time Management – Ability to meet deadlines and manage multiple responsibilities effectively.
• Tech Proficiency – Experience with office software, database management, and digital record-keeping.

Other Requirements

• High school diploma or equivalent (Associate’s degree or higher preferred).

• Prior experience in an administrative role, preferably in a preschool, daycare, or educational setting.

• Familiarity with school regulations, compliance, and safety protocols.

• Knowledge of basic financial processes, including tuition billing and record-keeping.

• CPR and First Aid certification (or willingness to obtain before employment).

• Ability to maintain confidentiality and professionalism in handling sensitive information.

Required Knowledge, Skills and Abilities

• Problem-Solving Skills – Ability to address and resolve administrative challenges proactively.
• Team Player – Works collaboratively with preschool staff to create a positive environment.