Administrative Assistant

Administrative Assistant

Front Office & Administrative Support | Year-round | Non-exempt

Presidio Knolls School seeks a highly organized, resourceful, and service-oriented Administrative Assistant to serve as a key member of our front office team. This is a dynamic, highly visible position at the center of a busy Preschool - Grade 8 independent school. The successful candidate will enjoy working with children ages 2 - 14 and interacting with families, faculty, staff, and visitors throughout the day.

We are looking for someone who takes initiative, anticipates needs, exercises sound judgment, and can confidently determine what needs to happen next without always waiting for direction. The ideal candidate is warm and approachable, calm under pressure, comfortable juggling competing priorities, and committed to providing exceptional service to our school community.

This role requires a strong sense of ownership: when something needs attention, the Administrative Assistant helps move it toward resolution rather than simply passing it along.

The Administrative Assistant reports to the Chief Finance & Operations Officer and supports the Business Office and broader administrative team. Scheduled hours are 9:00 am – 6:00 pm, year-round.

About Presidio Knolls School

PKS was founded on the idea that a progressive educational model can be combined with rigorous Mandarin immersion to create a vibrant, innovative school where children will thrive in a joyful environment. Since 2008, we have grown rapidly and established a unique position in the Bay Area’s independent school community.

The progressive philosophy of Presidio Knolls School embraces kids as co-collaborators in their education, valuing their voice and agency to shape their own learning journey. The school has a commitment to social-emotional learning that permeates the culture of the school.

• Serves as a welcoming and highly responsive first point of contact for students, families, employees, visitors, and vendors, providing consistently warm, professional, and solutions-oriented service.
• Takes ownership of questions and problems, using sound judgment to resolve routine issues independently and identifying when matters should be escalated.
• Anticipates the needs of the front office and school community and proactively addresses issues before they become problems.
• Manages multiple competing priorities and frequent interruptions while maintaining accuracy, professionalism, discretion, and follow-through.
• Responds calmly and effectively to the unexpected, from a sick child or concerned parent to a last-minute schedule change or operational need.
• Builds positive relationships with students across the school and is comfortable supervising, reassuring, redirecting, and assisting children ranging from preschool through middle school.
• Maintains awareness of activity across the school and helps ensure that information, questions, and requests reach the appropriate people quickly.
• Assists with document preparation and staff and parent communications as needed, including tracking medications and medical records.
• Maintains office supplies and materials for the administrative office area.
• Tracks student lunch orders and coordinates distribution across the school.
• Maintains accurate records for school purchasing, order processing, and receipt of approved purchase requests from teachers and administrative staff.
• Coordinates and schedules meetings, rooms, and required equipment, and supports the administrative leadership team with scheduling needs.
• Coordinates field trips with Division Heads and faculty and assists with staff travel arrangements.
• Supports preparation, logistics, and setup for school events.
• Serves as a key point person…