Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as the first and lasting impression of Educational Solutions and is a vital ambassador of the school's culture, professionalism, and care. As the first face families, students, and visitors encounter and the last they see before leaving, the Administrative Assistant sets the tone for a welcoming, organized, and student-centered environment. This role is central to the daily functioning of the school, ensuring that systems, communication, and operations run smoothly and with excellence.

Administrative Assistants at Educational Solutions are the organizational heartbeat of the front office. They serve as trusted partners to the Principal and administrative team, managing critical office systems, maintaining accurate records, supporting timekeeping and scheduling, and ensuring that essential operational and compliance tasks are executed with precision and urgency. They are solutions-oriented problem solvers who anticipate needs, manage competing priorities, and uphold a high standard of professionalism and confidentiality at all times.

This role requires an individual who thrives in a fast-paced school environment and can seamlessly support students, families, and staff with warmth and clarity. The ideal candidate is highly organized, dependable, and detail-oriented, with strong customer service instincts and the ability to manage multiple responsibilities with consistency and care. As a key liaison between the school and its families, the Administrative Assistant communicates clearly and compassionately, builds trust with the community, and helps create a safe, welcoming, and efficient school environment where every student and family feels valued and supported.

Front Office Leadership & Customer Experience

• Serve as the first and last point of contact for students, families, staff, and visitors, ensuring every interaction reflects professionalism, warmth, and the culture of Educational Solutions.
• Manage the front office environment so it remains organized, secure, welcoming, and responsive throughout the school day.
• Answer and route calls, respond to inquiries, and ensure timely and accurate communication across the school.
• Maintain a solutions-oriented approach to frequent interruptions and urgent requests while ensuring smooth daily office operations.

Student Records, Attendance & Compliance

• Maintain accurate, confidential, and well-organized student records in alignment with school and compliance expectations.
• Track and monitor daily attendance, follow up on discrepancies, and ensure accurate coding and documentation.
• Maintain student enrollment, transfer, and sign-in/out records and ensure emergency contact information is current and accessible.
• Ensure all required compliance documentation and office records are complete, organized, and audit-ready.

Administrative & Principal Support

• Serve as a trusted administrative partner to the Principal and leadership team by managing schedules, meetings, travel, and key school events.
• Maintain and update the master school calendar and ensure timely communication of important dates and deadlines.
• Prepare and distribute school communications, materials, and correspondence with accuracy and professionalism.
• Provide administrative support to staff and teachers that enables strong instruction and smooth school operations.

Office Systems, Inventory & Coordination

• Maintain organized systems for office supplies, instructional materials, and inventory, ensuring timely ordering and tracking.
• Coordinate purchasing requests and vendor communication to support school needs efficiently and cost-effectively.
• Maintain office logs, trackers, and systems that support consistent, compliant school operations.
• Manage copier, equipment, and service requests to ensure the office runs without disruption.

Family Communication & Community Liaison

• Serve as a liaison to families via phone, email, and in-person communication, ensuring clarity, responsiveness, and professionalism.
• Support preparation and distribution of newsletters, family communications, and school publications.
• Assist with school events, family conferences, and engagement activities that build strong relationships with the community.
• Ensure all communications reflect the professionalism and values of Educational Solutions.

Health, Safety & Schoolwide Coordination

• Support medication distribution and documentation processes in alignment with school protocols (as assigned).
• Coordinate and document required safety and compliance drills, maintaining accurate records and reporting.
• Maintain emergency contact and safety documentation to ensure readiness and compliance.
• Support daily routines and procedures that protect student safety and maintain an orderly environment.

Other Duties

• Perform other duties as assigned to support the school's daily operations and student experience.

Requirements

Qualifications

• High school diploma required; Associate degree preferred.
• 5+ years of office administration or office management experience required.
• 3+ years of general ledger experience using accounting software preferred.
• Demonstrated ability to work effectively with children and families in an urban school setting.
• Strong customer service skills and ability to manage sensitive situations calmly and professionally.
• Strong organizational skills and attention to detail, with consistent follow-through.
• Proficiency with word processing, spreadsheets, and database systems.
• Ability to pass FBI/BCI background checks that meet Ohio requirements.

Skills & Competencies

• Professional presence with warm, respectful communication and strong front office customer service.
• Confidentiality and integrity in handling student and staff information.
• Operational discipline with reliable execution of records, logs, and daily routines.
• Calm under pressure with ability to manage interruptions and time-sensitive needs.
• Systems mindset with consistent file management, attendance routines, and organized documentation.
• Collaboration with school leaders, teachers, and operations staff to keep work moving.

Working Conditions

• School-based role in Columbus, Ohio with frequent interaction with students, staff, families, and visitors.
• Fast-paced front office environment with frequent interruptions and time-sensitive tasks.
• Prolonged sitting and computer use with periodic standing/walking throughout the building.
• Occasional lifting of office materials and supplies (up to approximately 25 pounds).