Administrator's Assistant

Greater Lawrence Technical School (MA) Greater Lawrence Technical School - Andover, Massachusetts Open in Google Maps

The General Administrative Assistant provides comprehensive administrative, operational, and clerical support to departmental directors, leadership teams, and associated staff. This role serves as a key member of the support team by coordinating projects, managing calendars, processing data, supporting stakeholder communications, organizing events, and assisting with procurement and operational functions to advance departmental goals.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related or a logical assignment to the position.

• Meeting Logistics: Schedule and coordinate internal and external meetings, interviews, professional development (PD) sessions, staff evaluations, and vendor or committee meetings.
• Event Management: Manage room bookings, catering, equipment, technology setup, and overall logistics for on-site and off-site events, workshops, or conferences.
• Calendar Maintenance: Support leadership personnel by maintaining up-to-date, accurate, and accessible digital calendars.
• Attendee Coordination: Manage participant lists, registrations, and follow-up communications for departmental events and recognition programs.

• System Management: Input, update, validate, and maintain data within relevant information management systems to prepare for data analysis and review.
• Report Compilation: Pull reports and compile spreadsheets, databases, or supporting documentation to fulfill local, state, federal, or grant reporting requirements.
• Data Organization: Extracting and pulling reports, organizing complex information, and performing data analysis to support decision-making.
• Filing & Compliance: Ensure all departmental records and physical/digital filing systems are highly accurate, organized, confidential, and readily available for reporting or archiving.

• Financial Tracking: Enter departmental budgets (such as for curriculum and professional development) into designated financial tracking platforms like iVisions.
• Purchase Orders: Enter purchase requisitions, track the approval process through purchase order (P.O.) creation, and assist with grant expenditure tracking.
• Supply Procurement: Collaborate with business office personnel to manage purchasing, invoice processing, and the timely procurement and delivery of supplies and resources.

• Resource Preparation: Prepare, photocopy, and distribute necessary resource materials, digital files, presentations, and meeting agendas.
• Administrative Subscriptions: Complete required organizational forms, online registrations, and manage digital subscriptions.
• Team Support: Provide clerical backup and support to other administrative personnel during high-demand periods or staff absences.
• Deadline Tracking: Proactively monitor compliance timelines and upcoming deadlines to coordinate necessary documentation from staff and stakeholders.
• Personnel Guidance: Provide day-to-day guidance, training, and task coordination to teachers and other staff.
• Assessment Support: Support with the preparation and coordination of assessments.

EDUCATION AND EXPERIENCE:

• Minimum Education: High School Diploma required;
  Associate's Degree preferred.
• Professional
  
  Experience:
  
  Minimum of three years of experience in administrative support, project coordination,…