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OBJECTIVE

The core duties and responsibilities of an Administrative Assistant revolve around supporting others. Their job duties can vary widely, not only from job to job, but also from day to day within the same job. On any given day, the Administrative Assistant may perform a variety of tasks. The position requires high-level support, including managing schedules, coordinating daily activities, and overseeing administrative logistics on campus, often with discretion and confidentiality.

Key skills include strong communication, organizational skills, time management, and proficiency with office software. This role serves as a crucial liaison and support system for the Principal, Learning Program Managers, Parents, and Students. Handle incoming calls, emails, and visitors; draft correspondence; monitor time sheets; confirm that employees have reported to campus; and act as a liaison in support of leadership.

At its core, the Administrative Assistant is a support position that involves performing various duties, utilizing a range of skills and qualifications.

REQUIRED QUALIFICATIONS AND SKILLS

• Reporting skills
• Organizational skills
• Dependability
• Strong Communication
• Teamwork
• Confidentiality
• Flexibility
• Time management
• Written and verbal communication skills
• Perseverance and motivation
• Positive attitude
• Problem solving skills
• Knowledge of software
• Ability to work under pressure

ESSENTIAL FUNCTIONS

Answer phones and greet visitors.

Schedule appointments and maintain calendars.

Must be detailed and organized.

Excellent people skills, both internal and external.

Schedule meetings, reserve rooms, prepare agendas, and take meeting notes, if called upon.

Maintain filing systems, manage records, and oversee office supplies.

Handle highly sensitive and confidential information with discretion and professionalism.

Work well under pressure situations and remain professional.

Handle highly sensitive and confidential information with discretion and professionalism.

Ability to handle confidential information and maintain a professional demeanor.

Strong judgment and ability to exercise good judgment in various situations.

Collect and distribute mail daily without delay.

Prepare communications, such as memos, emails, invoices, reports, and other correspondence.

Create and maintain filing systems, both electronic and physical

Update data entry

Work well under pressure.

Schedule meetings and events and anticipate and resolve scheduling conflicts.

Must be proficient in Spanish and English, with verbal and written communication skills.

Strong communication skills with colleagues, administration, parents, and students.

Willingness to adjust and adapt to whatever is needed on a moment’s notice.

Perform other duties as assigned or required

PROFESSIONALISM

To be punctual and be available in the school during official working hours.

To comply with the school's policies, standards, rules, regulations, and procedures.

To take precautions to protect student records, equipment, materials, and facilities.

To participate responsibly in the school’s improvement initiatives.

To demonstrate timeliness and attendance for assigned responsibilities.

To work collaboratively with other professionals and staff.

To provide and accept evaluative feedback professionally.

Maintains a high level of ethical behavior and confidentiality of information about school personnel.

REQUIRED EDUCATION, CERTIFICATION, AND EXPERIENCE

High school diploma, GED, or equivalent.

Specific training hours/courses related to an Administrative Assistant are preferred.

Minimum five (5) years of experience in an administrative assistant role

Required: Bilingual (Spanish) and Fluent in English

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Employees may be asked to complete additional tasks or projects that fall within a reasonable scope of their position, as directed by their manager, even if those tasks are not explicitly listed in their job description. AAMA can assign extra work when needed, provided it is relevant to the role and the employee is capable of doing it.

This job description accurately reflects the position's duties, responsibilities, and requirements. It is not intended to be and should not be construed as an all-inclusive list of all the duties, skills, or working conditions associated with the position. Management and administration reserve the right to modify, add to, or remove duties and to assign other duties as necessary.

• I understand these essential duties describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
• I acknowledge that I have read and understand the above job description and can fulfill all the stated requirements.