Administrative Assistant - Secondary Deans

Administrative Assistant - Secondary Deans (6-8)

Full Time | Kailua, HI, US

Requisition

Salary Range: $20.00 To $20.00 Hourly

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 in an administrative assistant role is required. Applicants must be authorized to work in the United States.

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.

• Support the LJA mission statement and implementation of the IB program.
• Model the school‑wide Agreements and the attributes of the IB Learner Profile.
• Exhibit courteous behavior and a sense of professionalism at all times.
• Enjoy working with adolescents and young adults.

• 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 correspondence letters, emails, newsletters, memos, etc.; prepare outgoing mail and packages for executives.
• Monitor and maintain office equipment.
• Monitor office supplies; order and restock as needed.
• Ensure the office is kept clean and organized at all times.
• Establish, develop, maintain, and update the filing system for the department.
• Act as a liaison with employees, students, parents, and outside agencies.
• Attend Parent Nights and informational meetings (BBQs, etc.) and Open Houses.
• Update the Middle School Calendar once the master calendar is finalized and throughout the year as needed.
• Send the Morning Message to Middle School faculty each morning, including faculty absences, meeting reminders, announcements, and events.
• Coordinate and schedule meetings with faculty members as assigned by the MS Principal.
• Respond to email questions and requests in a timely manner.

• Faculty communication.
• Student supervision as needed.
• Liaison between MS faculty and the facilities department.
• Receive faculty maintenance requests and enter them into the help desk.
• Prepare the MS Announcements & Reminder emails.

• Reserve rooms with the Receptionist and prepare set‑up instructions.
• Coordinate mailings for new parent orientation.
• Assist with MS Parent Nights, including mailing home letters, schedules, and campus maps.
• Coordinate set‑up of events.
• Coordinate recognition dinner for eighth graders in May, including room reservation, mailings, and dinner program.
• Coordinate MS Coffee, an informal Q&A hour for parents with the MS Admin Team; work with the Concession Manager or PFA on refreshments.

• At least 1 – 2 years of experience in an administrative assistant role.
• 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.

• Regularly use hands and fingers to handle, feel, or operate objects, tools or controls.
• Regularly reach with hands and arms.
• Frequently stand, talk, and hear.

• Strong interpersonal skills and ability to work in a team environment.
• Ability to meet deadlines in an environment with multiple simultaneous projects.
• Build strong relationships.
• Proven ability to represent the department and organization in writing (writing sample may be requested).
• Demonstrated organizational skills.

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

Administrative Assistant - Secondary Deans (6-8).pdf