Admin Assistant
Job Description

Administrative Assistant – The Olive Grove Academy
The Administrative Assistant supports the smooth daily operations of The Olive Grove Academy through timely communication, organizational systems, and schedule management. This role involves coordinating staff and parent communications, managing calendars and school software, assisting with events and book inventory, and supporting teachers with organizational tasks. The ideal candidate is detail-oriented, tech-savvy, relational, and able to manage multiple priorities in a dynamic school environment.

Schedule & Hours:
This position requires in-person availability on Mondays and Tuesdays from 8:45 AM to 3:15 PM at our academy in Waterloo, plus up to 1 hour per week of flex time that may be completed remotely. This role follows the school year calendar and runs from September through May.

Responsibilities include, but not limited to:

  • Communication

    • Respond and manage TOGA email communications

    • Timely responses to communication with staff and parents

    • Utilize TOGA’s project and communication software

    • Send weekly parent emails

  • Organization

    • Plan, implement and document safety drills annually

    • Schedule substitute teachers when needed

    • Schedule volunteers and parent helpers

  • Learn and utilize Basecamp project software

    • Set up and manage to do lists   

    • Set up folders and organization systems for teachers

  • Schedules

    • Set up Calendars in SchoolCues and Basecamp

    • Keep Calendars and schedules updated 

    • Schedule Parent/Teacher Conferences 

  • Toga Library 

    • Be engaged in the curriculum planning and book ordering process

    • Inventory books and supplies

    • Purchase and organize books and supplies as directed

  • Learn and utilize SchoolCues Student Information System

    • Learn and implement admissions  and enrollment process

    • Coordinate TOGA events (such as Back to School night, Christmas program)

  • Assist in Printing and binding  as needed 

Specifics Skills:

  • Orderly

  • Attention to detail

  • Competent in Google Workspace

  • Able to create or implement spreadsheets

  • Relational

  • Team Player

  • Listens attentively

  • Able to handle distractions and get back to task quickly