Administrative Assistant

Wild Fern Montessori School  

Richmond  

Position Overview

Wild Fern Montessori School is seeking a highly organized and proactive Administrative Assistant to serve as the operational backbone of our school. This multifaceted role requires excellent communication skills, attention to detail, and the ability to manage diverse responsibilities across administration, admissions, programming, staff coordination, fundraising, and marketing.

Key Responsibilities

• General Administration

• Coordinate all regulatory inspections and drills, including VDOE (Virginia Department of Education), Fire Department, and Health Department requirements.

• Oversee VDOE licensing inspections and ensure compliance with all regulations.

• Maintain the cleanliness and organization of the upstairs office space

• Manage and update both paper and electronic files for students and staff

• Create, coordinate, and distribute electronic newsletters and school communications

• Handle incoming and outgoing mail

• Coordinate maintenance needs for the building and classrooms

• Answer and direct phone calls and email communications promptly and professionally

• Schedule meetings and prepare agendas

• Track inventory, order supplies, and organize office materials

• Maintain and monitor the office budget

• Complete additional errands, tasks, and duties as assigned to support school operations.

Admissions

• Schedule and coordinate new student visits

• Contact waitlist families regarding enrollment opportunities

• Maintain and update waitlist records

• Assist with admissions and enrollment as necessary and requested by Head of Shcool

  
  

Programming & Events

• Coordinate volunteer opportunities for families and community members

• Plan and execute school and community events, including tabling opportunities

Staff Support

• Coordinate new hire orientation and onboarding process, including:

• Initial and ongoing communications with new staff

• Completion of all required paperwork

• Execution of onsite orientation

• Plan and coordinate staff appreciation events

• Review potential staff applications and coordinate interview scheduling

• Fundraising

• Coordinate fundraising events in cooperation with the Head of School and Board of Directors.

• Assist with donor communications, including sending thank-you cards and donation receipt letters.

• Support grant proposal development and submissions

Marketing & Social Media

• Develop and maintain a curated, engaging social media presence across platforms.

• Manage website updates and content as requested

• Plan and execute marketing events, including open house events  

  
  

Please send interest and resume to Kate Lipka, Head of School, at kate@wildfernmont.org