Middletown Springs Elemetary School-Confidential Executive Assistant to the School Administrator

Job Summary: The Confidential Executive Assistant to the School Administrator is responsible for providing high-level administrative support to the principal and other school administrators. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining a friendly, welcoming, and professional atmosphere. The administrative assistant is dependable, motivated, and professional, and serves as the primary point of contact for students, parents, staff, and community members, facilitating smooth operations and communication. Key Responsibilities: 1. Administrative Support a. Manage the administration’s calendars, such as setting appointments, meetings, and travel arrangements, and take confidential notes and minutes during administrative meetings. b. Prepare and organize documents, reports, notebooks, and presentations for the administration, including enrollment numbers. c. Handle correspondence (email, mail, phone calls), ensuring timely responses to inquiries from parents, students, and staff. d. Organize and maintain school records, including student and personnel files, ensuring confidentiality and compliance with policies and procedures. 2. Communication & Community Relations a. Act as the first point of contact for the school, answering and transferring phone calls and emails; greeting visitors, students, and parents; and directing them as needed in a friendly and professional manner in compliance with GRCSU policies and procedures. b. Coordinate timely and efficient communication between the administration and staff, parents, school district, and community, distributing information as appropriate, including managing, revising, and editing the school newsletter, Google groups, and weekly staff memo. c. Functions as a liaison between parents and administration when administration is unavailable. d. Maintain the school’s calendar, newsletter, and other communication, including updating the community on important dates, events, and activities. e. Proofread, revise, and edit communications using professional English grammar, usage, and mechanics. f. Assist in coordinating parent and community engagement initiatives, including open houses, orientations, and parent-teacher meetings. g. Manage the bus radio and communication after dismissal. 3. Event Coordination & Planning a. Assist with organizing school events, staff meetings, assemblies, and other special functions, including managing the school calendar. b. Schedule Educational Support Team (EST) meetings and file notes. c. Support event logistics, including room reservations, catering arrangements, and event materials. d. Prepare and distribute event invitations, flyers, and reminders as needed. e. Coordinate substitute and lunch and recess coverages. 4. Office Management & Supplies a. Maintain a clean and organized office space, ensuring an efficient work environment for the administration, school staff, students, and visitors. b. Copy, fax, scan, and file appropriate documents and mail, including organizing student records and sending interoffice mail. c. Order office supplies and materials as needed with the bookkeeper. 5. Student & Staff Support a. Provide general administrative support to teachers and staff as needed. b. Manage student attendance records, absence tracking, early dismissals, and new student registration, including kindergarten and pre-K. c. Help maintain student data systems and assist in producing academic and attendance-related reports. d. Assist with staff timesheet management as needed. e. Maintain the school directory and other handbook items as needed. 6. Other Duties as Assigned a. Perform additional tasks and responsibilities as required by the administration to support the functions of the school.