What are the responsibilities and job description for the Administrative Assistant/Receptionist position at Hubbard Day?
Reception/Administrative Assistant
Hubbard Day, an approved special education school located in Stamford, Conn. (specifically, in Harbor Point) is hiring a front desk receptionist/administrative assistant to the school, its students, staff and mission. The ideal candidate will have some administrative experience and be a problem solver who has excellent communication skills and impeccable attention for detail. The candidate should also have experience working in an office environment, performing administrative tasks, and providing support to coworkers. Experience at a school is a plus! The ability to multitask, manage complex schedules, and meet changing deadlines is essential.
Objectives of this role
- Serve as the eyes and ears of the school, providing information, answering questions, and responding to requests
- Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance
- Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout
- Coordinate internal and external resources to expedite workflow
- Oversee and achieve organizational goals while upholding best practices
Responsibilities
- Perform tasks for the Program Director/Head of School which include tasks relative to the operation of the Hubbard Day School
- Perform tasks for the Founder which include tasks relative to the operation of the Hubbard Day School and personal administrative tasks
- Provide front-desk coverage by managing a phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
- Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes
- Plan, organize, and schedule company meetings in the office, off-site, and via videoconference
- Coordinate domestic and international travel arrangements for the founder and head of school
- Help with a finite number of personal tasks required of the founder
- Maintain filing system, contact database, employee list, and inventory
- Order and oversee office supplies and food deliveries for group meetings
Required skills and qualifications
- High school diploma or equivalent
- Proven administrative experience
- Superb written and verbal communication skills
- Strong time-management skills and multitasking ability
- Aptitude for learning new software and systems
Preferred skills and qualifications
- College degree or equivalent
- Previous success in office management at a school
- Experience developing internal processes and filing systems
- Comfortable handling confidential information
- Demonstrated aptitude and proficiency with Word, Excel, Publisher, Power Point, Google suite- mail, docs, sheets, etc.)
- Demonstrated aptitude with Zoom/Google Meet
- Excellent secretarial & organizational skills
- Accuracy and thoroughness
- Ability to work with Outlook Calendar (preferably with municipal/school district fund accounting)
- Service orientation – strong interpersonal skills, positive attitude, ability to interface cooperatively with various constituencies
- Ability to handle emergencies and prioritize multiple tasks with efficiency and minimal supervision
- Ability to problem-solve, be flexible, find efficiencies, manage multiple calendars
- Ability to maintain confidentiality
Job Type: Full-time
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- Day shift
Ability to Commute:
- Stamford, CT (Required)
Work Location: In person
Salary : $60,000 - $65,000