Administrative Assistant

Job Description

Job Description

About This Role

• Core hours: Monday–Friday, 8:30 AM–12:30 PM
• Occasional flexibility to accommodate monthly staff meetings, events, and family communication needs
• Subject to background check and school policies

Rainbow Gardens is a Waldorf early childhood program for ages 2-6 located in the historic school house in Northfield, VT. We are seeking an Administrative Assistant to provide essential operational and administrative support. The ideal candidate is detail-oriented, organized, and service-minded—someone who manages systems efficiently, communicates professionally, and maintains high standards in all work. This position ensures smooth school operations while supporting families and staff.

A successful Administrative Assistant is detail-oriented and organized — catching errors before they become problems, maintaining accurate records, and following up on outstanding items without being reminded. The ideal candidate brings an efficiency mindset and a genuine service orientation, anticipating the needs of families and staff and responding with warmth and professionalism. This person takes pride in their work, verifying accuracy rather than just completing tasks, and solves problems rather than simply flagging them. Comfortable with spreadsheets, databases, and Google Workspace, the ideal candidate communicates clearly in writing and in person, and stays composed and reliable even as priorities shift.

Primary Responsibilities:

• Administrative & Operational Support : Manages attendance tracking, student records, scheduling, filing systems, inventory, and assists with school communications. Maintains accurate, accessible information systems.
• Data & Record Management : Maintains accurate records and student databases. Generates reports and manipulates data to support leadership decision-making. Ensures precision and confidentiality.
• Family Communication & Support : Serves as the daily point of contact for families, answering the phone, responding to parent messages, and addressing all inquiries and concerns professionally. Fields facilities-related needs and calls, tracking issues and escalating appropriately. Ensures professional, welcoming interactions.
• Staff Support : Supports teaching staff through material management, schedule coordination, logistical problem-solving, and administrative paperwork. Maintains responsiveness and proactive support.
• Classroom Coverage : Provides classroom support for teachers when needed, as well as classroom coverage when substitute teachers are unavailable. Follows program routines and safety protocols.

Required:

• High school diploma or equivalent (GED)
• Demonstrated organizational and prioritization abilities
• Proficiency with Google Workspace (Gmail, Docs, Sheets, Calendar)
• Ability to manage multiple priorities and remain composed under pressure
• Strong written and verbal communication skills
• Reliable attendance and punctuality
• Ability to maintain confidentiality and handle sensitive information
• Comfortable with data, spreadsheets, and databases
• Professional demeanor with diverse families and staff

Physical Requirements:

• Able to stand, walk, and sit for extended periods
• Able to move up and down a set of stairs several times throughout the day
• Able to lift and carry materials up to 25 lbs

• Experience in educational or school settings
• Previous administrative or office support experience
• Familiarity with student information systems
• Experience working with young children
• Familiarity with and/or interest in Waldorf education

• Sick Leave
• Retirement Plan
• Child Care Discount
• Professional Development
• Paid Time Off: 7 paid holidays and 1 week PTO (school breaks are unpaid)
• Professional Development: Up to 15 hours annually of paid professional development
• Retirement Plan: 401(k) plan eligibility