Administrative Assistant

What You'll Do

Administrative & Office Support

• Answer incoming phone calls, emails, and messages promptly and professionally
• Greet parents, visitors, and prospective families while providing excellent customer service
• Maintain organized digital and physical filing systems for children, staff, and center records
• Assist with general office organization and day-to-day administrative support

Enrollment & Family Support

• Process new enrollments, waitlists, and withdrawal paperwork
• Maintain child files, including registration forms, emergency contacts, immunization records, and required state documentation
• Monitor and follow up on incomplete paperwork, annual updates, and expiring documents
• Assist families with Brightwheel account support, tuition questions, and required center forms
• Communicate center updates, reminders, newsletters, and announcements to families

Licensing & Compliance

• Ensure student and staff files remain compliant with state licensing and Quality Rated requirements
• Track deadlines for immunization audits, CAPS documentation, incident reports, and required forms
• Prepare files and documentation for state visits, audits, and center inspections
• Support Quality Rated documentation, training records, and compliance organization

Scheduling & Staff Support

• Maintain calendars, meetings, training reminders, and scheduling updates
• Coordinate meetings, parent conferences, and center events

Communication & Marketing

• Draft professional emails, letters, flyers, and center announcements
• Create and distribute newsletters, event reminders, and parent communications

Requirements

• Previous administrative experience preferred, ideally in childcare, education, or office management
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and childcare management software such as Brightwheel preferred
• Excellent written and verbal communication skills
• Strong attention to detail and ability to multitask
• Ability to maintain confidentiality and professionalism
• High school diploma required; Associate degree preferred
• Dependable, punctual, and team-oriented

Nice to Have

• Experience working in a childcare, preschool, or early childhood education setting
• Familiarity with Brightwheel or other childcare management software
• Knowledge of childcare licensing regulations and Quality Rated standards
• Experience with enrollment processing, CAPS documentation, and maintaining student records
• Ability to create flyers, newsletters, and parent communications
• Strong customer service and conflict-resolution skills
• Ability to work independently while managing multiple deadlines in a fast-paced environment0

Benefits