Administrative Assistant- Operations

May Institute•Northampton, MA

1d•Onsite

About The Position

The Administrative Assistant serves as the front office hub of the school, supporting leadership, staff, students, and families while ensuring daily operations run smoothly. This role requires a high level of organization, attention to detail, and strong technical proficiency to manage multiple systems and administrative processes effectively. The Administrative Assistant provides administrative support to the Executive Program Director and School Operations Coordinator while managing the school’s front office. This role requires strong secretarial, organizational, and technical skills to support reception, student records management, scheduling, communications, and operational coordination.

Requirements

2+ years of administrative or office experience
Strong secretarial, organizational, and time management skills with the ability to manage multiple priorities
High level of proficiency with Microsoft Office (Outlook, Word, Excel) and comfort working within multiple systems, databases, and administrative tools
Strong attention to detail and accuracy in data entry and recordkeeping
Ability to maintain confidentiality and handle sensitive information with professionalism

Nice To Haves

Associate’s or Bachelor’s degree preferred

Responsibilities

Greet visitors, answer and direct calls, manage communications, and maintain a welcoming and organized reception area while supporting school security protocols.
Provide high-level administrative support to school leadership, including preparing correspondence, reports, and documents, managing calendars, and supporting projects using various systems and tools.
Maintain accurate student files, enter and update data across internal systems, and support attendance tracking and required documentation with a high level of accuracy and confidentiality.
Support daily school operations including office supply management, scheduling (rooms, transportation, and vehicles), maintenance requests, and administrative tracking.