Administrative Assistant

Provide direct administrative support to the School Director, including calendar management, meeting coordination, and document preparation. 

Answering telephones and screening calls; responding or forwarding them as appropriate. 

Serve as the first point of contact for parents, prospective families, and visitors; respond to inquiries in a timely and professional manner. 

Set up and tear down of gym equipment and play materials on a daily basis.  

Assist the Director with admissions processes, including scheduling tours, tracking applications, prepare and send enrollment packets. 

Maintain up-to-date, accurate records of student enrollment levels; generate enrollment reports as required; report enrollment levels to the board of directors, on a weekly basis. 

Maintain student records, enrollment documentation, and compliance files and logs in accordance with applicable regulations and school policies. 

Coordinate internal communications, newsletters, and announcements to families and staff; including student class placement information. 

Provide logistical support for school programs, meetings, and special events. 

Maintain office organization, supplies, and filing systems (electronic and paper). 

Assist with data entry, reporting, photocopying, general recordkeeping, etc. 

Ensure confidentiality of sensitive student, family, and staff information. 

Support compliance-related documentation (e.g., licensing, health forms), as directed by the Education Director. 

Schedule school cleaning and maintenance. 

Assist with student drop off/pick up as needed. 

Assist with fire and lockdown drills. 

Other duties as assigned or required of PVNS.  

NA 

Associate or bachelor’s degree preferred; equivalent experience considered. 

Minimum of two years of administrative experience, preferably in an educational or childcare setting. 

Strong organizational and time management skills with the ability to prioritize multiple tasks. 

Excellent written and verbal communication skills. 

Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with school management systems is a plus. 

Demonstrated ability to handle confidential information with discretion. 

Strong interpersonal skills and a customer-service-oriented approach. 

Ability to build positive relationships with children, families, staff, donors, and community partners. 

Proficiency with common office software, email, spreadsheets, and databases. 

Ability to work both independently and collaboratively. 

Ability to remain calm, patient, and professional in a busy child-centered environment. 

Ability to meet attendance and punctuality standards. 

Basic understanding of early childhood education environments. 

Commitment to maintaining a professional, courteous, and child-centered workplace. 

Ability to lift, carry, and move gym equipment and classroom materials up to approximately 25 to 50 pounds. 

Frequent bending, stooping, kneeling, and reaching to set up and store equipment and supplies. 

Ability to push and pull carts or equipment across indoor and outdoor surfaces. 

Standing and walking for extended periods throughout the workday. 

Manual dexterity to operate office equipment, handle small objects, and perform clerical tasks. 

Ability to safely arrange, assemble, and disassemble light gym or play equipment. 

Visual and auditory ability to monitor children, staff, and the environment for safety. 

Capability to transition quickly between sedentary office tasks and active physical duties. 

Occasional climbing (e.g., step stools or small ladders) to access stored materials. 

Ability to work in varied environments, including classrooms, offices, gyms, and outdoor play areas. 

Work takes place in a preschool office setting with frequent interaction with children, families, and staff. 

The environment may include noise, activity, outdoor play, and occasional lifting or moving of supplies. 

Some evening or weekend hours may be required for fundraising events or family programs.