Administrative Assistant

Administrative Assistant

Oak Knoll Montessori School (OKMS) — Pasadena, CA Status: Full-Time, Non-Exempt Reports to: Business Manager / Assistant Head of School

About OKMS

Oak Knoll Montessori School is an AMI-accredited nonprofit Montessori school in Pasadena, California, serving students across two campuses (Lake and Fig). We are a close-knit community grounded in Montessori philosophy, dedicated to authentic child-centered education and strong family partnership.

Position Summary

OKMS is seeking a highly organized, detail-oriented Administrative Assistant to support the daily operations of our school office. This role is central to the smooth functioning of the school — greeting families and visitors, managing communications, supporting scheduling and records, and assisting school leadership with administrative tasks. The ideal candidate is warm and professional with families, calm under pressure, and comfortable juggling multiple priorities in a fast-paced, people-centered environment.

Key Responsibilities

• Serve as a welcoming first point of contact for families, staff, and visitors — in person, by phone, and by email
• Manage front-office operations, including student sign-in/out procedures, visitor logs, and campus communications
• Support enrollment and admissions administration (scheduling tours, maintaining inquiry records, preparing materials)
• Maintain accurate student and family records, including emergency contact and medical information
• Assist with school-wide communications: newsletters, parent letters, and calendar updates
• Support the Business Manager and Head of School with correspondence, filing, data entry, and special projects
• Coordinate supply orders and manage office/classroom material requests
• Help plan and support school events (Back to School, community gatherings, fundraisers)
• Maintain confidentiality of sensitive family, student, and staff information
• Assist with basic facilities coordination (vendor scheduling, campus upkeep requests)

Qualifications

• 2+ years of administrative or office management experience; school or nonprofit setting preferred
• Excellent written and verbal communication skills
• Strong organizational skills and meticulous attention to detail
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail); experience with school management software (e.g., Transparent Classroom, Bloomz, or similar) a plus
• Ability to manage multiple priorities and maintain composure in a busy, family-facing environment
• Warm, professional demeanor with children, parents, and staff
• 12 ECE units (or willing to get them) 
• Familiarity with or interest in Montessori education a plus

What We Offer

• Competitive salary, commensurate with experience
• Full benefits (after ninety days) and paid time off
• A collaborative, mission-driven community
• Opportunities for professional growth within a respected Montessori institution

To Apply

Please send a resume and cover letter to [email/contact] with "Administrative Assistant" in the subject line.

Oak Knoll Montessori School is an equal opportunity employer.