Administrative Assistant

Job Description

Job Description

About This Role

Magnificent Day Care Center, Inc. is seeking a highly organized, detail-oriented, and dependable Administrative Assistant to support the daily operations of our childcare center. This position is scheduled for 25–30 hours per week , typically during center operating hours, with flexibility based on business needs.

This role is essential in ensuring smooth communication between staff, families, and management while maintaining compliance with childcare licensing requirements, enrollment documentation, and office organization.

The ideal candidate is professional, welcoming, and able to manage multiple responsibilities in a fast-paced childcare environment while maintaining confidentiality and providing excellent customer service.

Administrative & Office Support

• Answer incoming phone calls, emails, and messages promptly and professionally
• Greet parents, visitors, and prospective families while providing excellent customer service
• Maintain organized digital and physical filing systems for children, staff, and center records
• Assist with general office organization and day-to-day administrative support

Enrollment & Family Support

• Process new enrollments, waitlists, and withdrawal paperwork
• Maintain child files, including registration forms, emergency contacts, immunization records, and required state documentation
• Monitor and follow up on incomplete paperwork, annual updates, and expiring documents
• Assist families with Brightwheel account support, tuition questions, and required center forms
• Communicate center updates, reminders, newsletters, and announcements to families

Licensing & Compliance

• Ensure student and staff files remain compliant with state licensing and Quality Rated requirements
• Track deadlines for immunization audits, CAPS documentation, incident reports, and required forms
• Prepare files and documentation for state visits, audits, and center inspections
• Support Quality Rated documentation, training records, and compliance organization

Scheduling & Staff Support

• Maintain calendars, meetings, training reminders, and scheduling updates
• Coordinate meetings, parent conferences, and center events

Communication & Marketing

• Draft professional emails, letters, flyers, and center announcements
• Create and distribute newsletters, event reminders, and parent communications

• Previous administrative experience preferred, ideally in childcare, education, or office management
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and childcare management software such as Brightwheel preferred
• Excellent written and verbal communication skills
• Strong attention to detail and ability to multitask
• Ability to maintain confidentiality and professionalism
• High school diploma required; Associate degree preferred
• Dependable, punctual, and team-oriented

• Experience working in a childcare, preschool, or early childhood education setting
• Familiarity with Brightwheel or other childcare management software
• Knowledge of childcare licensing regulations and Quality Rated standards
• Experience with enrollment processing, CAPS documentation, and maintaining student records
• Ability to create flyers, newsletters, and parent communications
• Strong customer service and conflict-resolution skills
• Ability to work independently while managing multiple deadlines in a fast-paced environment0

• Paid Leave
• Child Care Discount
• Professional Development
• Flexible Schedule