Front Desk Administrative Assistant

About the role

Catlin Gabel is an independent, progressive school (preschool‑grade 12) whose mission is to foster compassionate and curious citizens of the world by inspiring in every student a love of learning and the courage to take responsible action. The school is located in the southwest hills of Portland, OR on a 67‑acre wooded campus. All team members are an integral part of the student experience and are expected to uphold our core values of Kindness, Integrity, and Inclusion in all that they do. The Head of School Office serves as a central hub for communication, connection, and support across the school community. Team members work collaboratively with students, families, employees, and visitors to ensure a welcoming, safe, and well‑organized campus experience. This is a highly visible role that offers the opportunity to build relationships across departments while contributing to the daily success of the school.

Responsibilities

• Serve as the primary point of contact for students, families, employees, and visitors by providing exceptional customer service, managing the school switchboard, coordinating visitor check‑in procedures, and maintaining a welcoming lobby environment.
• Support campus safety and security procedures, assist with emergency communications and drills, and help ensure visitors and community members follow established campus access and check‑in protocols.
• Provide administrative assistance to the Head of School, Enrollment, Advancement, and Athletics teams, including preparing materials, coordinating schedules and events, maintaining records, processing invoices, and supporting departmental projects.

Requirements

• Demonstrated experience in administrative coordination, customer service, education, nonprofit work, event or program support, or a related field.

Skills

• Strong written and verbal communication skills.
• Organizational abilities.
• Technology proficiency.
• Customer service skills.
• Welcoming and service‑oriented demeanor; creates a positive first impression.
• Organized and reliable; manages multiple responsibilities efficiently with attention to detail.
• Sound judgment, adaptability, and collaboration; handles confidential information discreetly, remains calm when priorities shift, communicates effectively, and works collaboratively across the school community.

Benefits

• The school offers a generous benefits package; details are available at https://www.catlin.edu/about/employment.

Pay

Hiring pay range: $24 – $26 per hour.

Schedule

• 0.8 FTE, 10.5‑month, benefit‑eligible position.
• Regular workday begins at 7:45 a.m.; primary front desk coverage generally scheduled from 7:45 a.m. to 4:00 p.m.
• Work performed primarily in the front office and lobby setting, with occasional movement throughout the 67‑acre campus (including stairs and uneven terrain).
• May require occasional lifting or moving of materials up to 30 lb and participation in campus emergency response procedures and drills.