Administrative / Office Assistant

Matchbook Learning•Indianapolis, IN

2d•$43,000 - $45,000•Onsite

About The Position

At Matchbook Learning, the Administrative Assistant is a vital part of a mission-driven team, working alongside a highly knowledgeable and skilled Office Manager who will support you, guide you, and set you up for success from day one. You will be the warm, professional face that greets families when they walk through the door and the calm, organized presence that keeps the front office running smoothly behind the scenes. If you are bilingual, people-oriented, organized, and thrive in a fast-paced environment where every day matters— this role was made for you. You will also be supported by an on-site Nurse Practitioner/Physician Assistant, meaning student medical situations are handled by a healthcare professional — not you. You can focus on what you do best: serving families and keeping the office running.

Requirements

Bilingual in English and Spanish — required
Strong customer service skills and a genuinely welcoming, professional demeanor
Excellent organizational skills and ability to manage competing priorities
Punctual, reliable, and consistent — families and colleagues count on you
Comfortable using spreadsheets, email, and basic office technology
Ability to handle confidential information with discretion and professionalism
Quick learner who adapts well to a dynamic, fast-paced environment

Nice To Haves

Prior experience in a school, healthcare, or community-facing office setting
Familiarity with student information systems or school management software
Experience supporting enrollment or family outreach

Responsibilities

Serve as the welcoming, professional first point of contact for students, families, staff, and visitors - in person and by phone
Answer and manage high-volume phone calls with professionalism and warmth
Communicate clearly and fluently in both English and Spanish to support our multilingual families
Support student attendance processes, including daily tracking and record updates
Assist with student enrollment — including family outreach, phone calls, and documentation — with some flexibility in how and when this work is completed
Maintain student files, office records, and documentation with accuracy and confidentiality
Use spreadsheets and school management systems to support daily operations
Assist with filing, copying, scanning, and general clerical tasks
Support arrival, dismissal, and other daily school operations as needed
Perform additional duties as assigned by the Office Manager or school leadership