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Administration

Administrative Assistant Front Office

Sep 23 2017 | Cedarwood Waldorf School | Portland

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks; including support to our teachers, assisting in daily office needs and managing our school’s general administrative activities.

Administrative Assistant responsibilities include answering phones, greeting all visitors, making meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

The ideal candidate will ensure the efficient and smooth day-to-day operation of our school’s front office. In addition, this person will be trained as a first responder to playground and school emergencies.

Responsibilities

  • Answer and direct phone calls
  • Organize and schedule appointments for teachers
  • Plan meetings as requested
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation student reports
  • Develop and maintain a filing system
  • Update and maintain office policies and procedures and work in collaboration with Student Support and Safety Coordinator
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Provide general support to visitors
  • Act as the point of contact for internal and external school visitors
  • Liaise with executive assistant to handle requests and queries from Head of School and Faculty Leadership (Core Group of Teachers)
  • CPR and First Aid Trained and comfortable as a first responder to school incidents

Requirements

  • Proven experience as an administrative assistant or office admin assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • High School degree; additional qualification as an Administrative will be a plus
  • Red Cross CPR and First Aid Certification

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