Administrative Assistant, Operations and Security
- Compensation
- Not disclosed
- Location
- Los Angeles, CA 90077
- Work setup
- Not specified
- Seniority
- Not specified
- Employment
- Not specified
- Experience
- Not specified
- Category
- Administration
- Posted
Skills
Must have
- High school diploma or equivalent required; additional education or training in administration or a related field preferred.
- Previous administrative, reception, or customer service experience; experience in a school setting preferred.
- Strong organizational skills and attention to detail.
- Clear written and verbal communication skills and a professional phone manner.
- Ability to manage frequent interruptions while maintaining accuracy and following through on assignments.
- Proficiency with Google Workspace, Microsoft Office, and FMX is a plus
- Ability to learn visitor management through Envoy
- Sound judgment, discretion, and the ability to maintain confidentiality.
- Ability to remain calm, courteous, and responsive in a busy school environment.
- Ability to work independently and collaboratively with colleagues across departments.
Full description
OUR MISSION
Our School, founded on Jewish values, is about who our children can become and how they can help others become who they might be. Because the world our children will create tomorrow is born in the School we build today, our mission is to educate our children so they can surpass us.
POSITION SUMMARY
The Operations and Security Administrative Assistant serves as the first point of contact for employees, students, families, and visitors, providing a welcoming and professional presence. This position operates the operation’s main phone line, answers and directs calls, responds to routine inquiries, and connects callers with the appropriate departments.
Reporting to the Director of Operations and Campus Safety, this position manages the Director's administrative duties and supports daily campus operations and security coordination. The ideal candidate is organized, responsive, and detail-oriented, with the ability to balance front desk responsibilities and administrative priorities while handling sensitive information discreetly.
RESPONSIBILITIES
- Serve as a welcoming first point of contact for employees, students, families, visitors, and vendors.
- Answer the operation’s main phone line, direct calls, take accurate messages, and respond to routine questions.
- Greet and assist visitors, follow established check-in procedures, and notify the appropriate employees of arrivals.
- Coordinate with security personnel regarding visitor access, deliveries, and campus inquiries.
- Maintain an organized and professional reception area.
- Route urgent calls, concerns, and requests promptly to the appropriate personnel.
- Manage the Director’s calendar, schedule meetings, and coordinate appointments.
- Prepare correspondence, meeting materials, reports, and departmental communications.
- Document meeting notes and action items, track deadlines, and coordinate follow-up.
- Maintain organized departmental files, contact lists, records, and confidential documents.
- Process and track invoices, purchase requests, supply orders, and departmental expenses for review and approval.
- Communicate with employees, vendors, and service providers on the Director’s behalf, as directed.
- Provide administrative support for departmental projects and priorities.
- Support logistical arrangements for school events and coordination with operations and security teams.
- Maintain records of keys, identification badges, and access cards; assist with issuing and collecting them as authorized.