It's not clear what the LW's actual job is, and whether they are a teacher - perhaps the Assistant Head - says 'as an educator' which suggests that rather than an admin type person.

I was going, doesn't this institution have a school secretary/secretarial assistant, even if only part-time, whose actual job it is to keep tabs on important paperwork and where the keys are, track meetings etc.

Speaking as someone whose late mother was thus employed.