K-8th Grade Administrative Support

Malden, MA
Full Time
Mid Level

Assistant to the Assistant Director
12-Month Position

Position Overview
The Assistant to the Assistant Director plays a key role in supporting the Assistant Director and lower school administrative team to ensure the effective and efficient achievement of the school’s mission and annual goals. This position also oversees select school-wide administrative efforts and provides consistent support to staff, students, and families.

Primary Responsibilities

Lower School Administrative Support & Office Management

  • Serve as a first point of contact for staff, students, and visitors; screen phone calls, mail, and visitors and direct them appropriately

  • Report issues of concern to the Assistant Director and/or school administration

  • Provide disciplinary support when needed, including:

    • Supervising students sent to the office for behavioral reasons, ensuring they remain quiet and complete assignments

    • Providing alternative work when no assignment is provided

    • Determining whether infractions are minor, moderate, or require escalation

    • Communicating outcomes of minor to moderate office visits with teachers and parents

    • Collecting uniform infraction forms and assigning consequences as appropriate

  • Enforce school policies and procedures consistently and fairly

  • Facilitate communication between teachers and the Assistant Director

Project Management & Administrative Execution

  • Manage daily and long-term administrative projects as assigned, including:

    • Mailing attendance, suspension, and academic notices

    • Coordinating academic concern meetings and student incentive programs

    • Preparing school reports and documents

  • Oversee main office logistics such as projector checkout, locker assignments, and morning announcements

  • Assign detentions and track attendance for the detention proctor

  • Create purchase orders in coordination with the Assistant Director and submit to the business office

  • Submit and track IT and Facilities Help Desk tickets as needed

  • Monitor faculty/staff sign-in/out sheets and report concerns

  • Manage the Assistant Director’s calendar and assist with scheduling

  • Coordinate and monitor summer projects as directed

  • Provide administrative support at occasional before- or after-school events

  • Sort, file, collect data, distribute, and organize materials as necessary

Required Skills & Qualifications

  • Strong confidentiality and professionalism in all interactions

  • Excellent oral and written communication skills

  • Ability to support, enforce, and adhere to school policies and procedures

  • Proven organizational, planning, and project management skills with strong follow-through

  • High proficiency in Microsoft Office (or equivalent), including advanced formatting and functions

  • Experience using Student Information Management Systems

  • Strong analytical, problem-solving, and decision-making skills

  • Attention to detail and accuracy in all tasks

  • Flexible, adaptable, and able to manage multiple priorities

  • Collaborative, team-oriented mindset with the ability to work independently when needed

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