Main Office Administrative Assistant & Receptionist

Pasadena, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Employee assistance program

Flexible spending account

Job Description

The institution hiring for the Main Office Administrative Assistant & Receptionist position is a well-established high school dedicated to providing a safe, welcoming, and organized learning environment for its diverse community of students, parents, faculty, and guests. This high school values professionalism, hospitality, and operational efficiency as essential pillars supporting its academic and extracurricular success. As a cornerstone of daily school operations, the Main Office serves as the central hub where effective communication, accurate record keeping, and exemplary guest services converge to maintain a smooth and safe campus atmosphere.

This role is a full-time position with working hours f... Show More

Job Requirements

bachelor's degree
at least two years of administrative experience
proficiency in google workspace and microsoft office
ability to use school information systems like blackbaud preferred
strong communication skills
ability to manage sensitive and confidential information
ability to multitask and work in a fast-paced environment
availability to work during school hours monday through friday 7:30 a.m. to 3:30 p.m.
physical ability to move within a multi-story building and carry up to 25 lbs
willingness to work occasional evenings and weekends
valid driver's license to drive school vans

Job Qualifications

bachelor's degree
minimum two years of administrative experience preferably in school or non-profit settings
advanced skills in google workspace and microsoft office
experience with school information systems such as blackbaud preferred
demonstrated professionalism and confidentiality
exceptional interpersonal skills with a warm and compassionate manner
proficiency in other languages preferred
strong operational and organizational mindset with attention to detail
commitment to diversity equity and anti-racism
ability to work in a busy environment with sound judgment
flexibility to work occasional evenings or weekends for events

Job Duties

serve as the face of the school greeting students parents and guests with a professional and helpful demeanor
manage the main multi-line phone system and general email inquiries ensuring timely and accurate routing of information
oversee the guest check-in process in coordination with campus security to maintain safety and policy compliance
meticulously manage daily student attendance records follow up on unexplained absences and maintain database integrity
maintain organized administrative and student records including health files handling information confidentially
coordinate scheduling support for administrative staff including field trips permission slip collection and travel/hotel arrangements for visiting faculty
partner with the director of events on logistics including graduation senior week faculty lunches and formal dinners
process faculty and staff purchases manage receipts and reimbursements interfacing with the business office
support planning budgeting and communication for domestic and international school trips
provide basic health support including dispensing OTC medications and first aid supplies coordinating parent pickups for ill students and updating health records
maintain office and campus spaces liaise with facilities for classroom and common area upkeep manage cabinet space keys and locker assignments
drive school vans occasionally to chaperone students

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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