Administrative Assistant

Administrative Assistant

Santa Ana, San Jose

Assist the senior leaders—Head, Deputy Head, and the Financial and Operations Director—in their day-to-day responsibilities by supporting all administrative and logistical tasks to ensure the effective and efficient operation of the school.
Collaborate with the Project Coordinator and Executive Assistant to organize and execute tasks in a timely and professional manner.

Key Responsibilities

Reception and Front Desk

• Operate the institution’s main phone line: receive, route, and transfer calls and messages.

• Welcome and assist students, visitors, vendors, and consultants professionally.

• Coordinate meeting room setup, provide refreshments, and manage event logistics.

• Receive payments from students and external users (cafeteria services, programs, psychological appointments, etc.).

• Monitor incoming emails and redirect them to the appropriate departments.

• Serve as the first point of contact for admissions-related inquiries.

Executive and Administrative Support

• Manage schedules, travel arrangements, and expense reports for the Head and Deputy Head.

• Assist in the annual budget preparation for both roles.

• Coordinate travel logistics for executive leadership and the Board, including accommodations, insurance, transportation, and visa processes.

• Provide support for meetings: track attendance, prepare materials, take and distribute minutes, and follow up on tasks.

• Draft, translate, and organize official documents and correspondence.

• Support the management and review of institutional contracts and legal documentation.

Financial and Operational Support

• Coordinate payment requests for both local and international transfers, particularly those related to the new campus project.

• Process representation and expense reports for executive leadership.

• Support Accounting, Safety, and IT teams in vendor payment processing and related administrative needs.

Requirements

• Technical diploma or coursework in Business Administration, Finance, Accounting, Executive Secretariat, or a related field.

• Minimum 2 years of experience in administrative, financial, or receptionist roles.

• Intermediate to advanced English proficiency.

Technical Skills:

• Proficiency in Microsoft Office Suite, particularly Excel.

• Experience using ERP systems (preferably Softland Exactus).

• Strong ability to draft, translate, and edit formal documents.