Administrative Assistant

Job Description

Job Description

We are looking for a highly organized Administrative Assistant to support school operations in Alhambra, California. This is a Long-term Contract opportunity within the education sector, offering a part-time schedule Monday through Friday with occasional evening and weekend hours for school events. The person in this role will provide dependable administrative support to the Principal while helping maintain an efficient front office, coordinating schedules, and assisting with key academic-year and summer programs.

Responsibilities:

• Provide front office support during coverage gaps and step in for reception functions as needed, including handling calls, visitors, and general administrative inquiries.

• Arrange daily substitute teacher coverage by matching staffing needs with available personnel and confirming assignments in a timely manner.

• Oversee scheduling for shared spaces and school transportation resources, ensuring calendars remain accurate and up to date.

• Prepare and organize substitute payroll documentation in partnership with the Business Office to support accurate compensation processing.

• Track office inventory and place orders for supplies, copier materials, and school-branded stationery to keep operations running without interruption.

• Assist in maintaining the school’s yearly calendar by updating important dates, meetings, and institutional events.

• Support major school ceremonies by helping coordinate logistics, reviewing diploma-related materials, preparing printed items, and distributing event tickets.

• Manage high-volume seasonal mailings for summer and student leadership programs, ensuring materials are assembled and sent on schedule

• Bachelor’s degree required.
• Demonstrated ability to manage administrative workflows with strong attention to detail and effective prioritization.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Experience coordinating calendars, meetings, events, or other multifaceted scheduling activities.
• Ability to handle sensitive student and employee information with discretion and care.
• Strong written communication skills with the ability to draft clear, well-structured correspondence.
• Familiarity with student information systems such as PowerSchool is strongly preferred.
• Self-directed approach with the ability to anticipate needs and work effectively in a busy school environment.