Administrative Assistant - School Leadership and Learning

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.

Essential Responsibilities

Leadership and Administrative Support

• 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.

School and Family Communications

• 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.

Events and Family Engagement

• 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.

Purchasing and Budget Support

• 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.

Student Data Forms and Reporting

• 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.

Team Collaboration and Continuous Improvement

• 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.

Core Competencies

• Organization, prioritization, and follow-through
• Clear, responsive, and audience-aware communication
• Accuracy and careful attention to detail
• Relationship building and service
• Initiative, resourcefulness, and problem solving
• Confidentiality and sound judgment
• Humility, vulnerability, and openness to candid feedback
• Collaboration across roles and departments

Compensation

This position offers an annual salary range of $46,000-$53,000 and robust benefits including medical, dental, pension (vested after five years), school admission preference for employees who live in Missouri (discounted preschool and before/after care), and 21 days annually of Personal Time Off, in addition to federal holidays and school breaks. 

This position will be on site, with the possibility of some work being performed remotely, upon agreement with supervisor. 

About City Garden Montessori School

City Garden redefines education by centering children in an excellent, inclusive Montessori model that honors the humanity and potential of every learner. We nurture the whole child in partnership with families and cultivate a community where children and adults learn, grow, and build meaningful relationships. We envision a St. Louis strengthened by thriving children, connected families, and a reimagined community: where lifelong learning and equitable opportunity are the norm, relationships across difference are foundational, and young people grow as compassionate, critical thinkers who help shape a more just and inclusive future.

For more about us and our leadership ethos, click here.

History

City Garden was founded in 1995 as a Montessori preschool. In the mid-2000s, as a response to the educational inequity that exists in St. Louis, preschool parents worked with the founders to open a charter public elementary school. City Garden’s public charter school opened in the basement of a church in 2008 with 53 students, grades K-3. The school added a grade level each year until the school reached eighth grade and served 275 students, moving into the building at 1618 Tower Grove Avenue in 2012. In 2021, CGMS expanded its preschool and kindergarten program and in 2022, CGMS opened its new Elementary and Adolescent Center (EAEC), housing lower elementary (1st-3rd grade), upper elementary (4th-6th grade) and junior high (7th-8th grade) students. City Garden now serves 650 students in preschool through eighth grade across two buildings. 

Recognition

City Garden is the only Montessori charter school in Missouri and has been recognized both locally and nationally for its excellent program, staff and community:

• In 2018, City Garden was awarded a 10-year Charter renewal by the Missouri State Board of Education, instead of the typical 5-year renewal. Our charter will be up for renewal again in 2028.
• Guides (teachers) and leaders at City Garden have been recognized for their outstanding work educating and supporting students, including Charter School Teacher and Charter School Leader of the Year.
• City Garden was awarded the School of the Year by the Diverse Charter Schools Coalition in 2025.
• CGMS has been featured in multiple outlets, including in the Schools that Believe video series, the Bold by Choice podcast, Chan Zuckerberg Initiative, and The Century Foundation.

City Garden Montessori School is an equal opportunity employer and does not discriminate against any applicant or employee because of race, color, religion, sex, gender identity, sexual orientation, national origin, disability, age, or military or veteran status in accordance with federal law. In addition, City Garden Montessori School complies with applicable state and local laws governing nondiscrimination in employment in every jurisdiction in which it maintains facilities. City Garden Montessori School also provides reasonable accommodation to qualified individuals with disabilities in accordance with applicable laws.

Required Qualifications

• 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.

Preferred Qualifications

• 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.