Administrative and Operations Assistant

Purpose

The Administrative and Operations Assistant serves as a welcoming face and professional voice for the Pine Crest school community, delivering exceptional hospitality to prospective families, professional development participants, and visitors. Other key responsibilities include supporting various departments with event preparation, assisting with board reporting, ordering and managing supply inventory, processing accounts payable, and maintaining professional development records. Dedicated to operational efficiency and excellence, this role seamlessly manages front-office operations, coordinates cross-departmental administrative functions, and delivers high-quality support that furthers the school's mission with proactive service, warmth, and professionalism.

Personal Characteristics

• Rises to meet emerging challenges and opportunities through effective collaboration, intentional technological integrations, strong communication skills and adaptability
• Demonstrates a commitment to a culture of belonging through continuous development, modeling inclusive behaviors, and proactively managing bias
• Makes effective use of technology, and possesses appropriate software and computer skills, applicable to the position
• Demonstrates the ability to work independently and establishes and maintains cooperative and effective working relationships with others both internally and externally
• Maintains the strictest confidentiality and professionalism with privileged information
• Maintains a high regard for personal safety and the safety of school students, employees and assets
• Exhibits the ability to work on multiple projects/responsibilities with minimal supervision and meet/exceed deadlines; performs multifaceted projects in conjunction with day-to-day activities
• Demonstrates analytical skills, logical thought processes and strong problem-solving skills
• Demonstrates well-developed administrative skills
• Displays the ability to compose accurate and effective correspondence with proficiency in grammar and punctuation
• Possesses excellent communication and interpersonal skills to be able to communicate effectively
• Possesses strong organizational skills and exhibits extreme attention to detail

Essential Job Functions

• Support the School’s mission and departmental philosophy; adhere to all policies and procedures as outlined in the Employee Handbook.
• Manage all incoming communications with high professional courtesy; screen and facilitate the seamless routing of inquiries and ensure accurate recorded messaging is maintained during school holidays.
• Process department invoices and credit card expense reports for the Director and designated leadership staff; maintain budget tracking for specialized accounts, such as iLab.
• Collaborate with cross-departmental leads to ensure security clearance for visitors, resolve student ambassador scheduling conflicts, and support campus security communications.
• Coordinate with departmental leads to track faculty inservice points, manage group travel logistics, and facilitate board report edits.
• Oversee Faculty Learning Lab bookings and manage department calendars, including updates to the Master and Professional Development Calendars.
• Provide on-site support for events, including furniture setup/breakdown, name badge preparation, assembling swag and appreciation notes, and coordinating catering via FLIK Catertrax.
• Utilize administrative software platforms (e.g., Brightly, RSVPify, Catertrax) to manage reservations, communications, and data; maintain department spreadsheets for email distribution and tracking.
• Cultivate a welcoming and professional environment within the Markham Center by managing shared facility logistics, including inventory management, beverage and snack services, and ongoing coordination with facilities staff.
• Prepare gift bags and correspondence for Pine Crest professional development and education initiatives.
• Coordinate resources and materials for Admission, professional development, recruitment, and other events in the Markham Center, ensuring strict adherence to brand standards and accuracy.
• Perform other duties and responsibilities as assigned by the Department Supervisor or their designee.

Job Qualifications

• Education: Bachelor’s degree required
• Experience and Qualifications: Minimum 3 years’ experience working in an office environment as an administrative or executive assistant

Working Conditions

• Work performed primarily in an office setting
• May be subject to working in more than one office setting and maintaining a rotating schedule.
• Intermittent physical activity including walking, standing, kneeling, bending, reaching and lifting up to 25 lbs.
• May be subject to working hours during, before, and after the regular school day and occasional overtime
• Occasional travel may be required (e.g., between campuses)

This job description is intended to outline the responsibilities of the position and should not be construed as an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. This job description does not constitute a contract or a promise of future or ongoing employment. It may be modified or amended at any time as determined in the employer’s sole discretion. The signed original copy of this acknowledgment will be filed in your personnel file in Human Resources.