Primary Division Administrative Assistant (Regular Full-time)

Job Description

Job Description

Le Jardin Academy is looking for a Primary Administrative Assistant (Regular Full-time). This position will support the Primary Division in operating a successful program for faculty, parents, and students. At least 1 – 2 years of experience working in an Administrative Assistant role is required. Applicants must be authorized to work in the United States. No phone calls, please. Please submit a resume and cover letter. Hourly pay starting at $20. If interested, please apply through ADP > Myself > Talent > Career Center.

Le Jardin Academy

Job Description: Primary Division Administrative Assistant

Reports to: Head of the Primary

Work Schedule: Twelve month

Must have flexibility to work Monday through Friday

Positions Supervised:

Job Status: Full-time

FLSA Status: Non-Exempt

Date Revised: May 2025

EMPLOYER

Le Jardin Academy, located in Kailua, HI, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside.

POSITION SUMMARY

The Administrative Assistant will support the Primary Division in operating a successful program for faculty, parents, and students. The responsibilities of the position will include but are not limited to, those associated with the daily operation of the school: Faculty, staff, students, communications, and all educational-related activities and objectives applicable to faculty and students.

General Expectations include: Supporting the LJA mission statement and implementation of the IB program, modeling the school-wide Agreements and the attributes of the IB Learner Profile, exhibiting courteous behavior and a sense of professionalism at all times, and demonstrating an enjoyment of working with children.

GENERAL RESPONSIBILITIES

• Acts as a liaison with employees, students, parents, and outside agencies

• Maintain positive and professional staff and parent/family relationships; welcome and greet parents and office guests

• Maintain positive and professional staff and parent/family relationships

• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages

• Manage communication of information in and out of the office; type out correspondence letters, emails, etc. (paper and electronic); prepare outgoing mail and packages

• Ensure office is kept clean and organized at all times, monitor and maintain office equipment

• Establishes, develops, maintains and updates the filing system for the department.

• Plan and schedule meetings, presentations, and other events; send reminders regarding upcoming appointments

• Responds to email questions and requests in a timely manner

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support the logistics related to the onboarding of new students and families including any physical mailings regarding new family orientation.

  • Supports student enrollment management

  • Supports the external-facing publication of class lists

• Acts as a liaison between the school and families

  • Coordinate and schedule meetings with stakeholders (faculty, parent meetings, etc...)

  • Arrange and set up Learning Support Meetings (internal and external)

  • Provide families with school documents

• Lead Parent Communication

  • LJA Weekly and newsletter mailings

  • Health communications

  • Parent Square notifications

  • External calendar and other parent information fliers

  • and other parent communications

• Support parent and faculty events (including but are not limited to: Parent Coffees, Parent conferences, 5th Grade Moving up, Parent events) with room reservations and other logistics.

• Support the divisional head

  • Manage the Head of Primary’s calender

  • Supporting divisional head with the ADP process for teacher absences

• Manage external licensing and accreditation processes (DHS, ensure training of staff…)

OTHER DUTIES

• Faculty Communication

• Student Supervision as needed

• Liaison between Primary division and other departments.

• Support the implementation of emergency drills and procedures

• Support the ____ other administrative assistant in other tasks assigned

• Attendance at events: Parent Nights, Open Houses, Admissions Testing (at the discretion of the division head).

Education:

• High School diploma

• Bachelor’s degree preferred.

Experience:

• Proficient in Google Apps and Microsoft Office

• Non-profit or customer-oriented background preferred.

• At least 1 – 2 years of experience working in an Administrative Assistant role.

• Demonstrated customer service excellence.

Qualifications and Requirements

Competencies, Specialized Skills, and Knowledge:

• Strong interpersonal skills and ability to work in a team environment.

• Detail-oriented

• Flexibility and ability to prioritize tasks

• Ability to take initiative, work independently and with teams

• Highly effective communicator (written and verbal)

• Ability to meet deadlines in an environment with multiple simultaneous projects.

• High Level of Technology Skills required (proficient in google apps and Microsoft office)

• Ability to acquire new technological skills

● Proven ability to represent the division and organization in writing – applicant may be asked for a writing sample.

• Strong problem-solving skills

• Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

· While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is required:

• Regularly required to use hands and fingers to handle, feel or operate objects, tools or controls

• Regularly required to reach with hands and arms.

• Frequently required to stand, talk and hear