This is a remote position.
Role: Administrative Assistant
Schedule: Monday, Wednesday, and Friday, 9:00 AM to 6:00 PM EST Pennsylvania (24hrs per week - includes one unpaid hour break each day)
Type: Part-Time
Role Overview
We are seeking a reliable, detail-oriented Administrative Assistant to support the daily administrative, financial, and communications needs of our businesses (LUXE Event Space and Childcare Services). This is a hands-on role that ensures smooth operations, strong relationship management, and accurate record-keeping. You will be a key player in maintaining office efficiency and supporting our mission.
Key Responsibilities
1. Data Entry & Record Maintenance
o Perform accurate data entry and maintain comprehensive administrative records.
o Manage and update client files, contracts, enrollment forms, and other documentation.
o Ensure all records are organized, up-to-date, and easily accessible.
2. Reporting & Documentation
o Prepare reports, presentations, and internal documents using Google Workspace (Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint).
o Develop and format parent-facing materials, newsletters, and informational handouts.
3. Customer Inquiry & Communications
o Handle inquiries from parents via phone, email, and chat with professionalism, empathy, and promptness.
o Support communications between management, parents, and external partners (vendors, inspectors, regulatory bodies).
o Help draft correspondence, reminders, and announcements.
4. Financial Administration
o Prepare and issue invoices, receipts, and other financial documents.
o Coordinate with the accounting or finance team to reconcile payments and manage billing queries.
5. Scheduling & Coordination
o Coordinate meetings, staff schedules, and events to ensure operational efficiency.
o Help plan center-wide events, parent-teacher meetings, and staff trainings.
o Maintain a shared calendar of important dates, deadlines, and staffing coverage.
6. Social Media Marketing & Management
o Design, post, and manage content across all social media platforms (Facebook, Instagram, TikTok, etc.)
o Develop creative marketing campaigns to engage parents and the community
o Monitor engagement, respond to comments/messages, and report on social media performance metrics
o Ensure all content aligns with the center’s brand, values, and messaging
7. Confidentiality & Compliance
o Handle sensitive information and personal data responsibly, ensuring strict confidentiality.
o Ensure all activities comply with data protection policies and childcare regulations.
o Maintain a secure filing system for physical and digital documents.
Requirements
- Experience: 2+ years of administrative experience; social media management experience highly preferred
- Technical Skills: Proficient in Google Workspace and Microsoft Office; social media platforms and design tools (Canva, Adobe Spark, etc.)
- Communication: Excellent verbal and written communication skills; empathetic and professional when dealing with parents and staff
- Organizational Skills: Highly detail-oriented, with strong multitasking and prioritization abilities
- Creativity: Strong design and content creation skills for social media marketing
- Interpersonal Skills: Friendly, patient, and service-oriented; ability to build rapport with families, staff, and external contacts
- Confidentiality: Experience handling sensitive data securely; strong ethical sense and understanding of privacy best practices
