Administrative Assistant - School Leadership and Learning

City Garden Montessori • St. Louis, MO

10d • Hybrid

About The Position

The Administrative Assistant, School Leadership and Learning provides high-quality administrative and operational support to the Chief of Learning and the principals of City Garden's Early Childhood Education Center and Elementary and Adolescent Education Center. The position also provides targeted support to other instructional leaders based on priorities established by the Chief of Learning. This role strengthens the effectiveness of the school leadership team by coordinating schedules, communications, events, purchasing, records, student data, required forms, budget tracking, and follow-up activities. The Administrative Assistant serves as an important link among school leaders, staff, families, students, Board members, and community partners and helps ensure that school and instructional priorities move forward accurately, efficiently, and on time.

Requirements

• At least three years of progressively responsible administrative, office-management, project-coordination, or comparable experience.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and stakeholders while maintaining careful attention to detail.
• Excellent written and verbal communication skills, including the ability to interpret information and prepare clear reports.
• Proficiency with Microsoft 365, especially Excel, Word and PowerPoint, and Google Suite; ability to learn systems such as Infinite Campus, Paylocity, Bloomerang, and other database software.
• Ability to compile and present accurate information and maintain reliable tracking systems.
• Demonstrated resourcefulness, sound judgment, professionalism, discretion, and commitment to confidentiality.
• Exceptional interpersonal skills and the ability to build rapport with individuals of varied backgrounds.
• Ability to work independently, take initiative, follow through, receive and offer candid feedback, and adapt to changing school priorities.
• Experience working with diverse populations and demonstrated commitment to racial equity, anti-bias, and antiracism practices.

Nice To Haves

• Associate's or bachelor's degree.
• Administrative experience in a school, nonprofit, or mission-driven organization.
• Experience supporting senior leaders or multiple supervisors.
• Experience with student information systems, enrollment processes, purchasing systems, budget tracking, or data reporting.
• Child-centered, service-oriented approach and willingness to contribute flexibly in support of students and the school community.

Responsibilities

• Provide day-to-day administrative support to the Chief of Learning and two principals, including calendar management, appointment and meeting scheduling, reminders, agenda preparation, meeting materials, and follow-up.
• Coordinate meetings involving instructional leaders, staff, families, Board members, and external partners; reserve spaces, prepare materials, arrange meals when needed, record notes or minutes as requested, and track next steps.
• Draft, proofread, format, distribute, and archive correspondence, reports, presentations, agendas, and other materials.
• Maintain organized electronic and paper records for school and instructional leadership work and complete accurate data entry in relevant systems.
• Anticipate recurring needs, monitor deadlines, and follow up with responsible parties so that leadership priorities remain on track.
• Provide targeted administrative support to the Instructional Coordinator, Montessori Institute Director and Montessori Implementation Coach, based on priorities established by the Chief of Learning.
• Coordinate school-based communications to staff and families in collaboration with school leaders and other administrative team members.
• Support timely follow-up when families contact school leaders by routing questions, tracking open items, gathering information, and confirming that a response has been provided.
• Support staff communications, including announcements, reminders, meeting information, and requests for action.
• Maintain communication calendars, contact lists, distribution lists, templates, and records of outreach.
• Serve as an administrative liaison among school leaders, staff, families, students, Board members, and community partners, as directed by the Chief of Learning.
• Handle sensitive student, family, staff, and organizational information with discretion and in accordance with applicable confidentiality requirements.
• Provide planning and logistical support for school events, instructional events, family meetings, conferences, workshops, and other community activities.
• Coordinate scheduling, space, supplies, materials, communications, registration, attendance tracking, meals, technology, and day-of support.
• Provide administrative, scheduling, task-management, and communication support for family engagement initiatives.
• Collaborate with school leaders, building-based administrative staff, teachers, and other team members to ensure events are organized, accessible, and welcoming.
• Coordinate curriculum and instruction purchasing and other school-based ordering, including gathering requests, obtaining approvals, placing orders, tracking shipments, resolving routine issues, and confirming delivery.
• Maintain accurate purchasing records and organize receipts, invoices, purchase orders, and supporting documentation.
• Track instructional leadership budgets and expenditures and prepare regular summaries and reports for budget owners.
• Monitor spending against approved budgets and flag discrepancies, missing documentation, or anticipated overages for review.
• Coordinate with finance and operations staff to ensure purchasing and reporting processes are followed.
• Support instructional leaders in collecting, entering, organizing, validating, interpreting, and presenting student and school data.
• Prepare routine data summaries, tables, reports, and presentation materials for school leadership, Whole Child Success Committee, the Board of Directors, and other authorized audiences, as directed.
• Maintain reporting calendars and track deadlines, submissions, corrections, and required follow-up.
• Support the distribution, collection, tracking, and follow-up of required student and family forms, including Online Registration, Free and Reduced Lunch, and other enrollment, program, or compliance documents.
• Protect the accuracy and confidentiality of student records and share information only with authorized individuals.
• Partner with the Executive Administrative Assistant and building-based administrative staff to clarify ownership, coordinate shared work, and provide consistent service without duplicating responsibilities.
• Develop and maintain efficient administrative systems, trackers, templates, and standard operating procedures.
• Identify recurring administrative barriers and recommend practical improvements.
• Build meaningful and trusting relationships with students, families, staff, and community stakeholders.
• Contribute to positive outcomes and a high-performing, collaborative organizational culture.
• Participate in staff meetings, professional learning, and organization-wide activities as appropriate.
• Perform other related duties that support the effective operation of school leadership and the teaching and learning program.

Benefits

• medical
• dental
• pension (vested after five years)
• school admission preference for employees who live in Missouri (discounted preschool and before/after care)
• 21 days annually of Personal Time Off
• federal holidays
• school breaks

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed