Administrative Assistant

Oak Knoll Montessori School • Pasadena, CA

19h • Onsite

About The Position

Oak Knoll Montessori School (OKMS) is seeking a highly organized, detail-oriented Administrative Assistant to support the daily operations of our school office. This role is central to the smooth functioning of the school — greeting families and visitors, managing communications, supporting scheduling and records, and assisting school leadership with administrative tasks. The ideal candidate is warm and professional with families, calm under pressure, and comfortable juggling multiple priorities in a fast-paced, people-centered environment.

Requirements

• 2+ years of administrative or office management experience; school or nonprofit setting preferred
• Excellent written and verbal communication skills
• Strong organizational skills and meticulous attention to detail
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail)
• Ability to manage multiple priorities and maintain composure in a busy, family-facing environment
• Warm, professional demeanor with children, parents, and staff
• 12 ECE units (or willing to get them)

Nice To Haves

• Experience with school management software (e.g., Transparent Classroom, Bloomz, or similar) a plus
• Familiarity with or interest in Montessori education a plus

Responsibilities

• Serve as a welcoming first point of contact for families, staff, and visitors — in person, by phone, and by email
• Manage front-office operations, including student sign-in/out procedures, visitor logs, and campus communications
• Support enrollment and admissions administration (scheduling tours, maintaining inquiry records, preparing materials)
• Maintain accurate student and family records, including emergency contact and medical information
• Assist with school-wide communications: newsletters, parent letters, and calendar updates
• Support the Business Manager and Head of School with correspondence, filing, data entry, and special projects
• Coordinate supply orders and manage office/classroom material requests
• Help plan and support school events (Back to School, community gatherings, fundraisers)
• Maintain confidentiality of sensitive family, student, and staff information
• Assist with basic facilities coordination (vendor scheduling, campus upkeep requests)

Benefits

• Full benefits (after ninety days)
• Paid time off
• Opportunities for professional growth within a respected Montessori institution

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed