Administrative Assistant - Maintenance Department

St. Stephen's Episcopal School, a day and boarding school of 710 students (grades 6-12), is seeking a highly organized and detail-oriented individual to join our Maintenance Department as an Administrative Assistant. This role will support the maintenance team by handling administrative tasks and providing operational assistance to ensure efficient and smooth operation of the department. The ideal candidate will have strong administrative skills, excellent communication abilities, and the ability to handle a variety of tasks simultaneously.

Responsibilities:

• Provide administrative support in a professional manner to ensure efficient operations of the maintenance and grounds department, including:
  • Respond to inquiries and requests from internal and external stakeholders in a professional and timely manner;
  • Support department deliveries and visitor management;
  • Communicate shutdowns and project updates;
  • Schedule meetings and manage calendars;
  • Organize storage and office needs;
  • Maintain compliance reporting and department files and records.
• In conjunction with Facility Director, organize attendance records for maintenance personnel, review and approve department payroll records.
• Coordinate and track maintenance work orders, ensuring timely completion and accurate documentation.
• Assist in the procurement and inventory management of maintenance supplies and equipment and in evaluating new equipment needs.
• Collaborate with other departments to coordinate maintenance requests and prioritize tasks.
• Manage Certify expense reimbursement and credit card management system for the Maintenance Department.
• Perform general administrative duties, such as photocopying, scanning, filing, and organizing documents.

Requirements:

• High school diploma or equivalent; associate or bachelor's degree in business administration or related field is preferred.
• Proven experience as an Administrative Assistant or in a similar support role.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), G-Suite, and other relevant software.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional demeanor and the ability to handle sensitive and confidential information.
• Knowledge of basic maintenance procedures or previous experience in a Maintenance Department is a plus.

Qualified candidates should submit their resume and a letter of interest addressing their qualifications for this role.

About St. Stephen's Episcopal School

St. Stephen's Episcopal School is a coeducational boarding and day school that was founded by the Episcopal Diocese of Texas in 1950. It is a caring, diverse community, inclusive of all faiths and grounded in the Christian tradition, which nurtures moral growth and values the potential and dignity of every human being. St. Stephen's challenges motivated students to live intelligently, creatively and humanely as contributing members of society. The school develops the whole person within a balanced program of academics, athletics and the arts. Students also participate in a wide variety of clubs and organizations, outdoor education and recreation programs, service learning activities, daily chapel services, and study abroad opportunities.

In accordance with our founding mission, St. Stephen's Episcopal School infuses diversity, equity, and inclusion practices in everything we do, from admission policies, curriculum, and professional development to our hiring practices. We seek qualified candidates who are committed to these values and ready to work in community to create a more just society. We celebrate every individual, recognizing that our unique stories, histories, and voices are essential to creating a vibrant living and learning space. As such, we strongly encourage people with diverse backgrounds, perspectives, and identities to apply to become members of our community.

Equal access to employment, programs, and services is available to all. With respect to its employment practices, St. Stephen's Episcopal School does not discriminate on the basis of race, religion, gender or gender identity, national origin, disability, age, or sexual orientation or identity.