Independent Schools of Saint Louis

Administrative Assistant New City School

New City School is seeking a caring and organized individual who enjoys working with students, teachers, and parents in an Administrative Assistant role. This person is responsible for providing a wide range of support to the school and the administrative team. Strong communication, interpersonal and technology skills are a must, as is the ability to multitask, balance competing priorities, and exhibit tact and diplomacy with all members of the community. Excellent organizational and time management abilities are crucial to success in this role.

Essential Duties & Responsibilities

  • Creates and contributes to a warm, inviting, and calm main office environment
  • Provides phone and front desk support
  • Provides administrative support for and communicate effectively with the administrative team, faculty and staff
  • Maintains and manages several databases integral to the smooth functioning of the school, in addition to creating and maintaining information sources such as the emergency contact list, faculty rosters, and other pertinent student/faculty/parent information
  • Ability to maintain a high level of confidentiality within daily tasks

Administrative Responsibilities

  • Manages all school calendars and leads the annual calendar setting process
  • Coordinates all facility rentals from NCS Community members and outside organizations
  • Provides support for a variety of events such as faculty meetings, board meetings, admissions events, luncheons & graduation
  • Oversees the onboarding process for new employees
  • Acts as the Substitute Coordinator for the school
    • Ensures that class coverage and sub plans are in place when teachers are absent (this will involve hours outside of the regular work day, for which you will be compensated); greets substitute teachers and helps them get situated; manage online substitute system & calendar
    • Contacts potential substitute teachers to sustain and maintain a strong sub pool
    • Submits weekly substitute payroll
    • Maintains teacher attendance log
  • Provides support to the Health Office
    • Acts as a back-up to the School Nurse as needed
    • Handles a variety of student health needs

Academic Responsibilities

  • Maintains confidential student files & health records, sends records to other schools
  • Coordinates 6th grade secondary school visits at New City
  • Coordinates 6th grade mock secondary interviews with administrative team members
  • Manages standardized testing mailings and score distribution

Admissions Responsibilities

  • Supports the Director of Admission and Enrollment Management to represent New City School as a point of contact for prospective families via phone, email, and in person
  • Manages the process of acquiring application materials, school records and teacher referrals for applicant students, including follow-up with families and schools to ensure that applicant files are complete prior to Admissions Committee review
  • Assists with the planning and execution of admissions events, including Open Houses and student assessment visits
  • Prepares and coordinates materials and mailings
  • Assists in maintaining the Office of Admissions’ schedule of tours, visit days, and other appointments

POSITION REQUIREMENTS (Knowledge, skills and abilities required to perform satisfactorily in the position)

  • A Bachelor’s Degree and experience working in an administrative capacity is preferred
  • Outstanding oral and written communication skills
  • Proficient in Word, Excel, and able to easily utilize a multitude of technological platforms
  • Understands the importance of confidentiality
  • Strong attention to detail and follow-through required
  • Ability to think ahead, multi-task and work quickly and accurately
  • Ability to work as a team member and display positive behaviors
  • Possesses excellent listening skills and a positive attitude and demeanor
  • At various times throughout the year, the employee is required to work outside of regular business hours for various job-related functions. The employee will receive as much advance notification as possible for these events and is required to attend them as part of their essential duties

START DATE: July 2025

COMPENSATION: New City School provides a competitive salary and excellent benefits, including professional development funds, generous medical, dental, vision, life and disability insurance, bereavement leave, paid parental leave, retirement benefits and tuition remission for children of full-time employees. The salary range for this position is $43,000-$50,000.

TO APPLY: Qualified candidates should send a cover letter, resume, along with three professional references to: Katie Parks, Assistant Director of Enrollment and Tuition, at kparks@newcityschool.org. Please indicate “Administrative Assistant” in the subject line.

NEW CITY SCHOOL is a leading independent school located in St. Louis’ historic Central West End neighborhood, enrolling approximately 300 students from age 3 through 6th Grade. Our teachers provide an education that is challenging yet developmentally appropriate and supportive, as they work to empower and encourage children to be active and engaged learners.

OUR MISSION: New City School inspires children to engage joyfully in learning and achieve academic excellence while cultivating their personal strengths and passions, and empowers their students to build community and advocate for a more just and equitable world.

At New City School, we recognize a diverse faculty and staff is a strength that impacts and enhances all aspects of our school. We celebrate our inclusive school environment and are eager to accept applications from candidates of all backgrounds and perspectives. New City School does not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status in any of its activities, hiring practices or operations.