School Secretary and Administrative Assistant

The School Secretary plays a central role in the successful operation of the school, combining administrative excellence with warm, professional communication and school-wide logistical support. This role is key to maintaining smooth daily operations, facilitating communication with all stakeholders, and enhancing the school’s organizational effectiveness. The School Secretary supports outreach, health and safety, event planning, internal procedures, and academic recordkeeping.

This dynamic position requires flexibility, discretion, and initiative, with occasional hours outside of regular school time to support school events and year-round responsibilities.

1. Communication & Outreach

• Draft, edit, and distribute newsletters and school-wide communications.

• Take, organize, and upload school photos for communication and archiving.

• Serve as the school’s front-facing point of contact with a positive and welcoming presence for parents, staff, visitors, and community partners.

• Support public relations, social media, and outreach efforts as needed to promote the school’s image and values.
  

2. Administrative & Operational Support

• Provide administrative assistance to the principal and administrative team, including scheduling, communication, and record management.

• Monitor, restock, and coordinate ordering of office and classroom supplies.

• Submit and track maintenance requests and coordinate with service providers.

• Support the review and improvement of school office procedures and internal systems.

• Log daily student attendance and manage related documentation and reporting.

• Organize and manage student report card data and collaborate with faculty to ensure timely and accurate reporting.

• Assist teacher in material prep including copies, workbooks, and project supplies

• Assist with closing at end of the day

3. Grant and Program Support

• Research relevant grants and funding opportunities aligned with the school’s priorities.

• Summarize and present recommendations to administration.

• Assist in gathering data and documentation for grant applications.
  

4. Health & Wellness Oversight

• Serve as the school’s designated first aid responder, addressing minor student health issues.

• Administer medications as authorized and maintain accurate health records.

• Communicate with families regarding student health concerns in a calm, professional manner.
  

5. Event and Facilities Coordination

• Assist with the planning, setup, and coordination of school events and programs.

• Ensure all logistical needs are met for internal and external events, working closely with staff and vendors.

• Support school events that may occur outside of standard school hours, including evenings and weekends.

• Administrative experience, preferably in a school setting.

• Exceptional communication, interpersonal, and customer service skills including a strong command of the English language and professional tone

• Excellent organizational and time management abilities, with attention to detail.

• Proficient in Microsoft Office and Google Workspace

• Experience with basic graphic design tools (e.g., Canva) preferred.

• CPR/First Aid certification (or willingness to obtain).

• Ability to handle confidential information with discretion.

• Positive, calm, and solution-oriented mindset, especially in high-paced situations.
  

• In-person role based in the school office.

• May require occasional evening or weekend hours for events.

• Fast-paced school environment with frequent interruptions and diverse responsibilities.