Administrative Assistant in Los Angeles, California at AACA

About The Academy for Advancement of Children with Autism (AACA)

At the Academy, our utmost priority is to create a nurturing and inclusive community where every student feels a true sense of belonging and inner peace. We understand the profound challenges our students face in various areas, such as sensory input/output, social skills, transitions, vocal ability, and general functioning. Many arrive at our school with significant behavioral issues developed over years of coping with their unique challenges. We wholeheartedly believe that each of our students is embarking on a journey of self-actualization towards their highest potential. At the Academy, we are committed to providing the necessary support and guidance to help them achieve their goals. Together, we will nurture their talents, paving the way for a bright future ahead.

We take pride in our core values here at AACA- UNITED

Unity

Nurture

Innovation

Tenacity

EmpowermentDignity

AACA is a Nonpublic School (NPS) serving students ages 5 to 22 with severe behavioral and developmental needs. Our mission is to provide individualized instruction and therapeutic support to help each student reach their fullest potential in a structured, compassionate environment.

The Administrative Assistant serves as the primary support to the Site Administrator, ensuring the seamless coordination of campus operations, communication, and basic compliance. This position requires strong organizational skills, professional discretion, and the ability to manage complex scheduling, including all IEP and internal meetings. The Administrative Assistant acts as the central hub of information flowsupporting students, staff, families, and the administrative leadership team with precision and empathy. The hours for this position are Monday-Friday 8:00AM-4:00PM.

· Manage the Site Administrator's daily schedule, calendar, and communications, anticipating needs and priorities.

· Coordinate meetings, prepare agendas, take notes, and track follow-up actions.

· Draft emails, correspondence, memos, and reports on behalf of the Administrator.

· Serve as a professional liaison between the Administrator and internal/external stakeholders (LEAs, local support staff, Regional Centers, and parents).

· Maintain discretion and professionalism in all communications, handling confidential and sensitive information with integrity.

· Schedule, track, and manage all Individualized Education Program (IEP) meetings in accordance with legal timelines and AACA standards.

· Prepare and distribute IEP meeting notices, coordinate staff and parent attendance, and ensure documentation is complete and submitted on time.

· Maintain an up-to-date IEP calendar and collaborate closely with the Administrator and educational team to ensure compliance readiness.

· Organize and audit student files to ensure they meet CDE, LEA, and internal audit requirements.

· Support the Site Administrator with daily campus logisticsincluding attendance reporting, student scheduling, and staff coverage coordination.

· Oversee office systems (phones, supplies, filing, mail distribution, and front desk management).

· Support onboarding new staff by preparing materials and coordinating introductory meetings.

· Maintain school records, rosters, and documentation required for licensing and certification.

· Distribute Worker's Comp Documents and maintain records for Compliance

· Other duties as assigned.

· Serve as the first point of contact for families, visitors, and vendors in a professional, compassionate manner.

· Communicate important information to staff and families at the direction of the Site Administrator.

· Ensure all correspondence and communication reflect AACA's tone of empathy, professionalism, and respect.

· Assist with data collection and submission for compliance, attendance, and enrollment reports.

· Support the preparation of annual CDE reviews, LEA audits, and internal compliance checks.

· Maintain digital and hardcopy filing systems in alignment with AACA's confidentiality and recordkeeping protocols.

· Model AACA's UNITED values (Unity, Innovation, Nurturing, Integrity, Teamwork, Excellence, and Determination).

· Support campus morale by assisting in the organization of staff recognitions, celebrations, and events.

· Participate in campus meetings, trainings, and professional development as requested by the Administrator.

· Associate's degree or higher preferred; high school diploma required.

· Minimum 3 years of administrative experience, preferably in education, special education, or behavioral health.

· Strong understanding of IEP processes and compliance requirements.

· Excellent organizational and communication skills; ability to manage multiple priorities simultaneously.

· Proficient in Microsoft Office Suite, Google Workspace, and digital data systems.

· Calm, resourceful, and flexible under pressure.

· Commitment to confidentiality, professionalism, and compassionate service.

· Anticipatory Support: Proactively identifies needs and next steps for the Administrator.

· Operational Excellence: Maintains structured, efficient systems that support compliance and daily function.

· Emotional Intelligence: Communicates with empathy and professionalism, even under stress.

· Attention to Detail: Produces high-quality work with accuracy and consistency.

· Confidentiality: Abide by privacy and confidentiality guidelines.

· Collaboration: Works in alignment with the Administrator and wider leadership team to advance AACA's mission.