Administrative Assistant - Secondary Deans (6-8)

Le Jardin Academy is looking for an Administrative Assistant-Secondary Deans 6-8 (Full-time). Responsibilities include, but are not limited to, those associated with the daily operation of the school: Faculty, staff, students, communications, and all educational-related activities and objectives applicable to faculty and students. At least 1 – 2 years of experience working in an Administrative Assistant role is required. Applicants must be authorized to work in the United States. No phone calls please. Please submit a resume and cover letter. Hourly pay starting at $20. 

Employer 

Le Jardin Academy, located in Kailua, HI, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside.

Job Purpose 

The responsibilities of the Administrative Assistant to the Middle School Deans include, but are not limited to, those associated with the daily operation of the school: Faculty, staff, students, communications, and all educational-related activities and objectives applicable to faculty and students. 

General Expectations include: Supporting the LJA mission statement and implementation of the IB program, modeling the school wide Agreements and the attributes of the IB Learner Profile, exhibits courteous behavior and a sense of professionalism at all times and demonstrates an enjoyment of working with adolescents and young adults. 

Essential Duties and Responsibilities 

● Maintain positive and professional staff and client relationships; welcome and greet clients and office guests 

● Plan and schedule meetings, presentations, and other office related events; send reminders regarding upcoming appointments 

● Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages 

● Manage communication of information in and out of the office; type out correspondence letters, emails, newsletters, memos, etc. (paper and electronic); prepare outgoing mail and packages for executives 

● Monitor and maintain office equipment 

● Monitor office supplies; order and re-stock as needed 

● Ensure office is kept clean and organized at all times 

● Establishes, develops, maintains and updates the filing system for the department. ● Acts as a liaison with employees, students, parents and outside agencies

● Mandatory attendance at the following: Parent Nights & Informational Meetings (BBQs, etc), Open Houses 

● Updates the Middle School Calendar once the master calendar is finalized and throughout the year as needed. 

● Coordinates event arrangements 

● Email Morning Message to Middle School faculty every morning to include the following: Middle School Faculty/Staff absences, meeting reminders, announcements, MS & all-school events 

● Coordinate and schedule meetings with faculty members as assigned by the MSPrincipal ● Responds to email questions and requests in a timely manner 

Other Duties 

● Faculty Communication 

● Student Supervision as needed 

● Liaison between MS faculty and the facilities department. 

● Receive faculty maintenance requests and input into help desk

• Responds to email questions and requests in a timely manner 

● Parent Communication 

● MS Announcements & Reminder Emails: Prepare the MS Announcements & Reminders email. 

Event Duties 

● Reserve room with the Receptionist, along with set-up instructions 

● Responsible for set up and coordinator 

● Responsible for mailings regarding new parent orientation 

MS Parent Night – parents come to campus and meet with their child’s teachers 

● Work with principal and registrar to mail home parent night letter with their child’s schedule and a campus map. 

● Coordinate set up of event 

Recognition Dinner (8th grade) 

● Reserve room with the Receptionist, along with set-up instructions 

● Responsible for mailings 

● A recognition dinner for eighth graders is held during the month of May 

● Coordination of the dinner program 

MS Coffee an informal hour of Q&A for parents with MS Admin Team. 

● Coordinate with Concession Manager or PFA on refreshments.

Qualifications and Requirements 

Education/Experience 

● High School diploma 

● At least 1 – 2 years of experience working in Administrative Assistant role. 

● Bachelor’s degree preferred. 

● Proficient in Google Office 

● Non-profit or customer-oriented background preferred. 

● Demonstrated customer service excellence. 

● Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions. 

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee regularly works in an office setting. 

Physical Demands 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is required: 

● Regularly required to use hands and fingers to handle, feel or operate objects, tools or controls 

● Regularly required to reach with hands and arms. 

● Frequently required to stand, talk and hear 

Skills 

● Strong interpersonal skills and ability to work in a team environment. 

● Ability to meet deadlines in an environment with multiple simultaneous projects. 

● Detail oriented 

● Build strong relationships. 

● Proven ability to represent the department and organization in writing – applicant may be asked for a writing sample. 

● Demonstrated organizational skills.