In Person - Santa Fe, NM (Occasional evening and weekend events required) Position Summary The Administrative Assistant & Events Coordinator serves as the first point of contact for students, families, staff, visitors, and community partners while supporting the daily administrative operations of Desert Montessori School. This position manages front office functions, maintains student records, assists with enrollment and compliance, coordinates school communications, and plans school-wide events, family engagement activities, community partnerships, and fundraising initiatives. This role combines strong organizational, customer service, and event planning skills to help create a welcoming, efficient, and family-centered school environment while supporting the school's educational mission. About Desert Montessori School Desert Montessori School (DMS) is an independent Montessori school serving children ages 2 through 12 in Santa Fe, New Mexico. DMS provides a thoughtfully prepared learning environment grounded in Montessori principles and informed by best practices in contemporary education. The school is committed to maintaining strong academic standards, respectful communication, and a safe, developmentally appropriate environment that supports the growth of the whole child.
Key Responsibilities:
Front Office Administration Serve as the primary receptionist for students, families, visitors, and community partners. Answer and direct telephone calls, emails, and general inquiries. Maintain visitor check-in procedures and campus security protocols. Schedule appointments, meetings, and conferences. Prepare correspondence, reports, newsletters, forms, and other administrative documents. Maintain organized filing systems and office records. Coordinate incoming and outgoing mail. Maintain office supply inventory and order materials as needed. Student Records, Enrollment & Compliance Maintain confidential student records in accordance with school policies and applicable regulations. Process enrollment, withdrawals, transfers, attendance records, and student files. Collect and maintain required enrollment documentation, including immunization records, emergency contacts, and health information. Assist with licensing documentation, audits, inspections, and regulatory compliance. Maintain attendance records and prepare reports for school administration. Event Planning & Coordination Plan, organize, and coordinate school events, ceremonies, open houses, family nights, graduation, cultural celebrations, fundraising events, and community outreach activities. Develop event timelines, logistics, schedules, and budgets. Coordinate facility reservations, equipment, transportation, vendors, and event supplies. Manage event setup, execution, and post-event cleanup. Maintain the annual school events calendar. Family Engagement & Community Relations Foster positive relationships with students, families, volunteers, and community organizations. Coordinate family engagement initiatives that strengthen school-community partnerships. Support enrollment events and student recruitment activities. Serve as a liaison between the school and families regarding school events and programs. Build relationships with local businesses, sponsors, and community organizations. Volunteer Coordination Recruit, schedule, and support volunteers for school activities and special events. Maintain volunteer records and communications. Assist with volunteer orientation and training. Ensure volunteers understand school procedures and expectations. Communications & Marketing Create newsletters, flyers, announcements, social media posts, website updates, and promotional materials. Coordinate school communications for events and family activities. Promote school programs to increase participation and community awareness. Ensure communications are timely, professional, and consistent with school messaging. Administrative Support Provide administrative support to the Executive Director, Principal, and school staff. Assist with special projects and school initiatives. Attend staff meetings, planning sessions, and professional development activities. Maintain organized records and documentation for school operations. Safety & Compliance Support emergency preparedness procedures and documentation. Ensure school events comply with school policies and safety requirements. Coordinate permits, approvals, and required documentation when applicable. Report safety concerns or incidents promptly. Maintain confidentiality of student, family, and personnel information. Minimum Qualifications High school diploma or GED required. Minimum of two (2) years of administrative, office management, event coordination, or related experience preferred. Proficiency with Microsoft Office, Google Workspace, and standard office equipment. Valid New Mexico driver's license. Ability to maintain confidentiality and exercise sound judgment. Preferred Qualifications Associate's or Bachelor's degree in Business Administration, Education, Communications, Event Management, Public Relations, or a related field. Experience working in a school, nonprofit, childcare, or educational setting. Experience with event planning, volunteer coordination, fundraising, or family engagement. Familiarity with Transparent Classroom and New Mexico ECECD regulations. Knowledge, Skills & Abilities Excellent organizational and project management skills. Strong customer service and interpersonal skills. Excellent written and verbal communication. Ability to prioritize multiple projects and deadlines. Strong attention to detail and recordkeeping. Ability to work collaboratively with students, families, faculty, volunteers, and community partners. Experience coordinating events and managing logistics. Knowledge of budgeting and purchasing procedures. Ability to maintain professionalism, confidentiality, and discretion. Flexibility and adaptability in a dynamic school environment.
Compensation & Benefits Compensation:
$40,000-$49,500 annually (DOE) Benefits may include: Paid Time Off including summer vacation time Retirement Plan Options Health insurance Maternity/Parental Leave (if applicable) Tuition Remission (if applicable) Professional Development Opportunities Physical Requirements Ability to sit, stand, walk, bend, reach, and move throughout the workday. Ability to lift and carry up to 40 pounds for event setup and office operations. Ability to operate computers, telephones, printers, copiers, and other office equipment. Ability to work occasional evenings and weekends during school events. Work Environment Work is performed primarily in a school office environment with frequent interaction with students, families, staff, volunteers, and community partners. This position also requires participation in school events held both during and outside regular school hours. Equal Employment Opportunity Desert Montessori School is an Equal Employment Opportunity Employer. We are committed to providing a workplace free of discrimination and harassment. Employment decisions are made without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected classification under applicable law.
Pay:
$40,000.00 - $49,500.00 per year
Benefits:
Paid time off Parental leave Professional development assistance Retirement plan Tuition reimbursement
