Administrative Assistant - Learning Innovation & Technology

About the role

The LIT Administrative Assistant provides administrative, logistical and operational support to the Learning Innovation & Technology Department, covering both Information Technology and Academic Technology. The role coordinates purchasing, keeps financial and inventory records, communicates with vendors, supports events and deliveries, and acts as a responsive point of contact for teachers and other departments. It suits a highly organized, service-oriented and detail-focused person who can manage several priorities in a busy school setting.

Key responsibilities

• Purchase coordination: collect quotations, prepare purchase requests and submit purchase orders, and track purchases through delivery, payment and distribution.
• Maintain records of purchase orders, invoices, receipts, approvals, warranties and contracts, and monitor departmental spending and budget reporting.
• Coordinate petty cash disbursements and reimbursements, working with the Business Office.
• Serve as contact for vendors and contractors, schedule deliveries, installations, maintenance and service appointments, and verify received items against purchase orders.
• Follow up on delayed orders, returns, repairs, replacements and warranty claims, and keep organized vendor contacts and quotations.
• Provide logistical support for events, training and meetings, including scheduling, room reservations, equipment and agenda preparation.
• Maintain records of computers, devices, software licenses and other technology assets, and assist with labelling new equipment.
• Manage departmental calendars, prepare correspondence, reports and presentations, take minutes, and keep digital and physical files organised.

Required profile

• Student or Bachelor's degree; preferred: associate's or bachelor's degree in business administration, office management, information technology or a related field.
• Previous experience in administrative support, office coordination, purchasing, logistics or a similar role.
• Experience in a school, technology department or similarly complex organisation, and familiarity with purchasing systems, help-desk platforms, inventory databases or financial software.
• Professional proficiency in English and Spanish.

Required skills

• Strong organisational, time-management and follow-through skills, with attention to detail in financial and inventory records.
• Proficiency with email, calendars, word processing, spreadsheets and shared digital files.
• Ability to work independently, collaborate with a team, maintain confidentiality and exercise sound judgment.

Schedule: Monday to Friday, 8:00 a.m. to 5:00 p.m. Applications are made by sending a CV and cover letter in English with the position name to the employer's recruitment channel.