Administrative Assistant Jobs

About The Position

Requirements

• High proficiency in computer systems, office software, and general bookkeeping.
• The ability to prioritize tasks for multiple supervisors without losing track of the details.
• Exceptional active listening and writing skills, with the ability to generate correspondence independently.

Responsibilities

• Administrative Support: High proficiency in computer systems, office software, and general bookkeeping.
• Serve as the primary assistant to multiple program directors, managing calendars, scheduling meetings, and coordinating professional development materials.
• Prepare professional correspondence, reports, and requisitions. Be responsible for independent drafting and ensuring accuracy in all communications.
• Input and retrieve data accurately, manage a uniform filing system, and organize essential testing materials for student programs.
• Handle daily mail (including post office runs), manage telephone routing, answering doors, operate a variety of office equipment, and maintain an efficient office flow.
• Communication and Coordination: Act as a positive first point of contact for school staff, parents and students, upholding the highest standards of confidentiality and professional ethics
• The ability to prioritize tasks for multiple supervisors without losing track of the details.
• Exceptional active listening and writing skills, with the ability to generate correspondence independently.
• Event Promotion and Materials - Asset Creation: Design high-quality promotional materials, including digital flyers, social media graphics, and interactive PDF workbooks using tools like Canva, helping create a consistent organizational brand
• Template Management: Develop and maintain a library of standardized templates for agendas, certificates of completion, and evaluation forms to streamline the production process.
• Copy Editing & Formatting: Proofread and format complex professional development content to ensure it is visually accessible, engaging, and error-free.
• Registration & Participant Management - Platform Administration: Build and manage registration pages within platforms like Google Forms.
• Inquiry Resolution: Serve as the primary point of contact for registrants, handling troubleshooting, payment inquiries, and registration modifications with a high level of customer service.
• Data Oversight: Monitor enrollment trends, maintain accurate attendee rosters, and generate reports for leadership.
• Communication Automation: Set up and manage the lifecycle of participant communications, including confirmation emails, "know before you go" reminders, and post-session follow-ups.
• Professional Development Operations - Resource Logistics: Coordinate the printing, assembly, and distribution of physical training kits or the digital deployment of pre-read materials.
• Post-Event Evaluation: Administer feedback surveys, compile quantitative data into summary reports, and assist in identifying areas for program improvement.
• Speaker Coordination: Manage the logistics for external facilitators, including travel arrangements, honorarium processing, and technical orientation.