Primary Division Administrative Assistant (Regular Full-time

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Full Time Kailua, HI, US

18 days ago Requisition

Le Jardin Academy is looking for a Primary Administrative Assistant ( Regular Full-time ). This position will support the Primary Division in operating a successful program for faculty, parents, and students. At least 1 – 2 years of experience working in an Administrative Assistant role is required. Applicants must be authorized to work in the United States.

Hourly pay starting at $20.

Job Description:

Primary Division Administrative Assistant

Reports to:

Head of the Primary

Work Schedule:

Twelve month

Must have flexibility to work Monday through Friday

Job Status:
Full-time

FLSA Status:
Non-Exempt

Date Revised:
May 2025

Le Jardin Academy, located in Kailua, HI, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside.

The Administrative Assistant will support the Primary Division in operating a successful program for faculty, parents, and students. The responsibilities of the position will include but are not limited to, those associated with the daily operation of the school:
Faculty, staff, students, communication, and all educational-related activities and objectives applicable to faculty and students.

General Expectations include:
Supporting the LJA mission statement and implementation of the IB program, modeling the school-wide Agreements and the attributes of the IB Learner Profile, exhibiting courteous behavior and a sense of professionalism at all times, and demonstrating an enjoyment of working with children.

Acts as a liaison with employees, students, parents, and outside agencies

Maintain positive and professional staff and parent/family relationships; welcome and greet parents and office guests

Maintain positive and professional staff and parent/family relationships

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 out correspondence letters, emails, etc. (paper and electronic); prepare outgoing mail and packages

Ensure office is kept clean and organized at all times, monitor and maintain office equipment

Establishes, develops, maintains and updates the filing system for the department.

Plan and schedule meetings, presentations, and other events; send reminders regarding upcoming appointments

Responds to email questions and requests in a timely manner

Support the logistics related to the onboarding of new students and families including any physical mailings regarding new family orientation.

Supports the external-facing publication of class lists

Acts as a liaison between the school and families

Coordinate and schedule meetings with stakeholders (faculty, parent meetings, etc...)

Arrange and set up Learning Support Meetings (internal and external)

Provide families with school documents

Lead Parent Communication

LJA Weekly and newsletter mailings

Health communications

Parent Square notifications

External calendar and other parent information fliers

and other parent communications

Support parent and faculty events (including but are not limited to: Parent Coffees, Parent conferences, 5th Grade Moving up, Parent events) with room reservations and other logistics.

Support the divisional head

Manage the Head of Primary’s calender

Supporting divisional head with the ADP process for teacher absences

Manage external licensing and accreditation processes (DHS, ensure training of staff…)

Faculty Communication

Student Supervision as needed

Liaison between Primary division and other departments.

Support the implementation of emergency drills and procedures

Support the ____ other administrative assistant in other tasks assigned

Attendance at events:
P…