Administrative Assistant - School Leadership and Learning

About the role

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, as well as targeted support to other instructional leaders. The role coordinates schedules, communications, events, purchasing, records, student data, forms, budget tracking, and follow‑up activities, serving as a link among school leaders, staff, families, students, Board members, and community partners.

Responsibilities

• Provide day‑to‑day administrative support to the Chief of Learning and two principals: 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, 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; support timely follow‑up when families contact school leaders; support staff communications; 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, handling sensitive information with discretion.
• 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.
• Coordinate curriculum and instruction purchasing and other school‑based ordering; maintain accurate purchasing records; track instructional leadership budgets and expenditures; prepare regular summaries and reports; monitor spending against approved budgets and flag discrepancies.
• Support instructional leaders in collecting, entering, organizing, validating, interpreting, and presenting student and school data; prepare routine data summaries, tables, reports, and presentation materials; maintain reporting calendars and track deadlines; support distribution, collection, tracking, and follow‑up of required student and family forms; protect accuracy and confidentiality of student records.
• Partner with the Executive Administrative Assistant and building‑based administrative staff to clarify ownership, coordinate shared work, and provide consistent service; develop and maintain efficient administrative systems, trackers, templates, and SOPs; identify recurring barriers and recommend improvements; build relationships with students, families, staff, and community stakeholders; contribute to a high‑performing collaborative culture; participate in staff meetings, professional learning, and organization‑wide activities; perform other related duties as needed.

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.

Skills

• Organization, prioritization, and follow‑through
• Clear, responsive, and audience‑aware communication
• Accuracy and careful attention to detail
• Relationship building and