This role is for an Administrative Assistant supporting the day-to-day operations and executive functions of the Nova Pioneer Cambridge campus (Athi River International). The position is crucial for ensuring a warm, professional, and efficient environment for students, parents, guests, and staff, upholding the school's core values of Joy of Learning, Servant Leadership, and Always Growing.
Key Responsibilities
1. Front Office & Stakeholder Experience
- Serve as the first point of contact for students, parents, guests, and external partners—projecting the required organizational culture in every interaction.
- Maintain a warm, professional, and efficient front-office environment, ensuring all visitors are welcomed, supported, and directed appropriately.
- Lead the public relations functions of the front office, ensuring positive stakeholder experiences and seamless communication.
- Prepare documents for internal display on pin-boards or notice boards (brochures, posters, etc.).
- Support with Open Days.
2. Documentation, Records & Data Management
- Maintain Ed Admin and Reporting with High Expectations.
- Maintain accurate custody of student attendance registers, sensitive documents, and confidential records in line with data protection standards.
- Update and maintain the termly Cambridge student roster and ensure alignment with EdAdmin and school-level data systems.
- Create, organize, and manage both electronic and physical filing systems, supporting easy retrieval, clarity, and operational excellence.
- Support in the gating process.
3. Communication Coordination
- Serve as a communication bridge between the school and families—sending notices, updates, meeting reminders, and announcements as required.
- Communicate with internal and external stakeholders via telephone, in person and in writing through the drafting of letters, memorandums, reports, and emails.
- Responsible for creating and publishing the weekly or bimonthly newsletter publication.
- Support PTA communication and coordination, including scheduling, logistics, distribution of minutes, and preparation of documentation.
- Handle incoming and outgoing communication (calls, emails, letters) with professionalism, accuracy, and timeliness.
4. Event & Meeting Logistics
- Coordinate logistical arrangements for weekly, monthly, and quarterly leadership and staff meetings (venue preparation, materials, technology setup, and attendance tracking).
- Support the execution of Cambridge campus events—including parent engagements, student programs, community events, and staff functions.
- Prepare displays, notices, posters, and other information materials for internal student and parent communication boards.
5. General School Operations Support
- Support day-to-day operational functions of the Cambridge campus in partnership with the Operations and Leadership teams.
- Facilitate logistical arrangements for weekly, monthly and quarterly meetings.
- Ensure smooth coordination of student movement logs, attendance follow-up, and communication with teachers where needed.
- Execute additional tasks aligned to the school’s strategic priorities as assigned by the Executive School Leader.
- Provide administrative services and take minutes for various meetings when required.
6. Administrative & Executive Support
- Provide high-quality administrative support to the Executive School Leader, including scheduling, calendar management, document preparation, and follow-up communication.
- Prepare materials for internal and external meetings (printing, binding, organizing files, drafting agendas, compiling briefing notes, etc.).
- Support the Executive Principal in coordinating key school rituals, leadership team structures, and communication rhythms.
- Draft letters, reports, memorandums, internal announcements, and professional communication on behalf of the Executive School Leader.
In addition to these typical duties, the employee may perform other duties as assigned and required by the manager.
Candidate Requirements and Attributes
- Bachelor’s degree or Diploma in Office Administration/Management.
- You have 2-4+ years of experience as an Administrative Assistant, preferably of an established startup, large company or a school.
- You are experienced or open to learning the Google software suite (Google Calendar, Docs, Sheets, G Mail, etc.) as well as Microsoft Office (Word, Excel, Powerpoint).
- You are experienced and proficient in MS Suite with strong writing skills (for office communication) and are skilled in making posters and certificates.
- You have excellent organizational, planning and time management skills – you are able to handle many moving parts while maintaining high standards of excellence.
- You demonstrate capacity to analyze complex situations and solve problems.
- You are a great communicator, able to provide clear and effective written and verbal communication to the leaders and school team.
- You have an exceptional ability to think strategically and yet you sweat the small stuff—people see you as unusually detail-oriented and conscientious.
- You have the ability to exercise discretion in handling sensitive matters.
- You have a flexible and adaptable approach to work.
- You are proactive and have an enthusiastic approach to work.
- You are excited about Nova Pioneer's organizational culture and embracing mutual vulnerability and feedback.
