Admin Assistant

Job Summary:
The Administrative Assistant provides direct administrative and operational support to the School Owner in managing the daily activities of the Japanese language school. The position assists with student inquiries and enrollment, class coordination, records management, communication with teachers and students, preparation of documents, and other tasks necessary to ensure smooth and organized school operations.

Duties and Responsibilities

1. Administrative Support

• Assist the School Owner with daily administrative tasks and office activities.
• Prepare, organize, and maintain school documents, records, forms, and reports.
• Manage schedules, appointments, meetings, and important reminders of the School Owner.
• Prepare letters, certificates, announcements, memos, and other school documents.
• Handle filing and proper documentation of student and administrative records.
• Monitor office supplies, books, learning materials, and other school resources.

2. Student and Enrollment Assistance

• Respond to inquiries from prospective and current students through Facebook, Messenger, phone, email, and other communication channels.
• Provide accurate information regarding Japanese language courses, schedules, tuition fees, requirements, and school policies.
• Assist students with registration, enrollment forms, payments, and submission of requirements.
• Maintain updated student lists, attendance records, enrollment records, and student profiles.
• Coordinate with students regarding class schedules, examinations, activities, and school announcements.
• Assist in addressing student concerns and refer complicated concerns to the School Owner when necessary.

3. Class and Teacher Coordination

• Coordinate class schedules with Japanese language teachers/Sensei.
• Monitor class schedules, room assignments, and changes in schedules.
• Assist teachers with printing, photocopying, preparation of learning materials, and other administrative needs.
• Monitor attendance and report irregularities to the School Owner.
• Help ensure that classes start and operate according to the approved schedule.
• Assist in organizing Japanese language examinations, mock tests, and review sessions.

4. Communication and Customer Service

• Serve as one of the primary points of contact between the School Owner, students, parents, teachers, and other stakeholders.
• Respond to inquiries professionally and courteously.
• Follow up with prospective students regarding enrollment and inquiries.
• Send reminders and announcements to students and staff.
• Maintain professionalism and confidentiality when handling sensitive information.

5. Financial and Payment Assistance

• Assist in monitoring student tuition payments and balances.
• Prepare payment lists, receipts, and basic payment monitoring reports.
• Coordinate with the School Owner regarding outstanding student balances.
• Assist in recording school-related expenses and submitting supporting documents.
• Ensure that all financial documents are properly organized and submitted to the authorized person for verification.

6. School Operations

• Assist in monitoring the cleanliness, organization, and readiness of classrooms and school facilities.
• Help coordinate student activities, orientations, meetings, and school events.
• Monitor school supplies and report shortages or needed repairs.
• Assist with daily opening and closing procedures when assigned.
• Support the implementation of school policies and procedures.

7. Marketing and Social Media Assistance

• Assist in preparing announcements, promotional materials, and enrollment campaigns.
• Help manage basic inquiries received through the school's social media accounts.
• Coordinate with the marketing staff regarding enrollment promotions and upcoming batches.
• Assist in taking photos/videos and documenting school activities when needed.
• Help update student-related and school-related information on social media, subject to the School Owner's approval.

8. Executive Assistance to the School Owner

• Manage and prioritize tasks assigned by the School Owner.
• Prepare documents and information needed for meetings and decision-making.
• Follow up on assigned tasks with teachers, staff, students, and external contacts.
• Remind the School Owner of important deadlines, appointments, meetings, and school activities.
• Maintain confidentiality regarding the School Owner's personal, business, financial, and school-related information.
• Perform other administrative and operational duties reasonably assigned by the School Owner.

Key Qualifications

• Graduate of any 2-year or 4-year course; preferably Business Administration, Office Administration, Education, Management, or a related field.
• With experience in administrative work, school administration, customer service, or executive assistance is an advantage.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office/Google Workspace.
• Knowledge of Facebook, Messenger, Canva, and other online platforms is an advantage.
• Organized, detail-oriented, responsible, and trustworthy.
• Able to handle multiple tasks and meet deadlines.
• Willing to coordinate with students and teachers on a daily basis.
• Japanese language knowledge is an advantage but not necessarily required, depending on the school's needs.
• Willing to work in a fast-paced educational environment.

Important Role Expectations

Because this position works directly with the School Owner, the Admin Assistant should be someone who can work independently, protect confidential information, communicate professionally, and follow through on tasks without requiring constant supervision.

Work Location: In person