Administrative Assistant

Job Summary

The Administrative Assistant, Lower School is a full-time, non-exempt staff position at The Pembroke Hill School, reporting to the Lower School Division Head. This 12-month position provides direct administrative support to the Lower School Division Head.

Key Responsibilities & Accountabilities

• Manage all administrative functions for the division head: scheduling, correspondence, reports, event logistics, calendar, and special projects.

• Safety and Security: Monitor building entry and visitors, enforce check-in/out procedures, coordinate with security for emergency response and drills, and submit facility work requests.

• Office Management: Maintain a positive and professional office environment, manage office organization/common spaces, distribute division mail, and handle lost & found items.

• Substitute and Staff Coordination: Secure and orient internal/external substitutes, manage substitute coverage via Frontline, maintain accurate time sheets, and track faculty/staff personal leave.

• Scheduling and Event Coordination: Manage the Lower School Google calendar, coordinate assessment/tour scheduling with Admissions, liaise with Facilities, arrange special food service, and coordinate the annual emergency drill calendar in collaboration with the Director of Security.

• Faculty & Staff Support: Support LS faculty with field trip logistics (arrangements/transportation), ensure annual updates to emergency substitute plans, prepare for new faculty (e.g., signage, keys), direct staff to resources, and send some grade level communications.

• Student & Family Support: Facilitate student arrivals/departures, assist the nurse with basic first aid and coverage, maintain all student records (e.g., Attendance, Transcripts), and coordinate Picture Day and student ID badges for field trips.

• Miscellaneous Duties: Oversee building readiness (opening/closing), assist with logistics for division events (e.g., 5th Grade Graduation), and coordinate the 4th Grade Safety Patrol.

• Summer Duties: Provide administrative and program support to the Summer Program Director, assisting with daily operations, communications, camper logistics (arrivals/pick-ups), supply orders, and staff coordination.

Requirements and Qualifications

• HS Diploma or equivalent

• Min. 1-2 years experience as an administrative assistant in a busy office environment or similar position

• Demonstrated and proven knowledge of MS Office software (Word, Excel) & Google Suite

• Proven and effective organizational and communication skills

• Ability to interact and engage with elementary aged students

About Pembroke Hill School

Pembroke Hill School is an independent school in Kansas City, Missouri. Pembroke Hill seeks to fulfill our mission by recognizing that diversity, belonging, equity, and inclusion are integral elements of school and community life. Our mission-inspired goal is together, cultivating each to be a global thinker and valuable member of the PHS community poised to acquire the academic and life skills that make a significant difference for all.

We have newer and updated facilities, excellent resources, and a competitive and comprehensive compensation and benefits package.

Physical Demands

The physical demands described here represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit and stand for extended periods.
• Ability to enter data into a computer, to see and read a computer screen and printed material with or without vision aids.
• Ability to hear and understand speech at normal classroom levels, outdoors, and on the telephone.
• Ability to speak in audible tones so that others may understand clearly in normal classrooms, outdoors, and on the telephone.
• Physical ability to lift, carry and/or hold up to 25 pounds to shoulder height and 50 pounds to waist height.
• Occasional balance, reach, bend, squat, stoop, or kneel.
• Specific vision abilities required include close vision, distance vision, ability to adjust focus.
• Ability to climb stairs, walk, and occasionally run, if required.

Employment Eligibility Verification

Pembroke Hill School participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. at the time of hire.