Jobs >> Administrative Assistant

Job Title: Administrative Assistant
Department: Management
Reports To: School Principal or Administrative Manager
Job Summary:

The Administrative Assistant provides comprehensive administrative support to ensure the efficient operation of the school office. This position plays a vital role in supporting faculty, staff, students, and parents by handling clerical tasks, managing communications, and maintaining accurate records.

Key Responsibilities:
1.Office Management:
  • Serve as the first point of contact for the school office, greeting visitors, answering phones, and addressing inquiries in a professional and friendly manner.
  • Maintain the school calendar, schedule meetings, and coordinate events as needed.
  • Ensure the office environment is organized, well-stocked with supplies, and runs smoothly
2. Administrative Support:
  • Prepare, edit, and distribute correspondence, memos, newsletters, and reports.
  • Maintain accurate student, staff, and school records, both physical and digital, ensuring confidentiality and compliance with school policies.
  • process and manage incoming and outgoing mail, packages, and deliveries.
  • Assist with enrollment, admissions, and withdrawal procedures.
3. Communication:
  • Serve as a liaison between staff, parents, and the broader school community.
  • Communicate school policies, announcements, and events effectively to stakeholders
  • Coordinate and distribute parent-teacher communication and reminders
Financial and Operational Tasks:
  • Manage basic financial tasks, such as processing payments, tracking expenses, and managing invoices
  • Assist with budget preparation and tracking as directed by school leadership.
  • Oversee attendance records, substitute teacher scheduling, and timekeeping logs.
Support for Staff and Students:
  • Assist teachers with administrative tasks, such as photocopying, filing, and creating materials for classroom use.
  • Support school leadership with special projects, reporting, and compliance requirements.
  • Provide assistance to students in the office, such as managing early pick-ups or helping with minor first aid needs.
Education and Experience:
  • Bachelor’s degree preferred. (Bilingual in English-German).
  • Previous experience in an administrative or clerical role, preferably in a school setting.
Skills and Abilities:
  • Strong organizational skills with exceptional attention to detail.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office equipment.
  • Ability to manage multiple tasks, prioritize effectively, and work under pressure.
  • A warm and professional demeanor with strong interpersonal skills.

Additional Requirement:
  • Knowledge of school procedures and policies is an advantage.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • First aid certification (preferred or required, depending on the school).

Work Environment:
  • This position operates in a professional office environment within the school
  • May require occasional lifting of office supplies or materials.
Compensation:
  • Compensation will be commensurate with experience and qualifications, including benefits as per school policies.


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