Administrative Assistant (Front Desk)

Job Overview:

Stephen Gaynor School is seeking a proactive, warm, and highly organized Administrative Assistant to work in a team of four and serve as a central pillar of our daily school operations. As the welcoming face and voice of our community, you will manage essential front-line communications, streamline daily student logistics, such as arrivals and dismissals, coordinate event scheduling, support school-wide initiatives, and serve as the school’s Transportation Coordinator to the DOE’s Office of Pupil Transportation. If you are a collaborative multitasker with exceptional interpersonal skills, a thoughtful approach to engaging with students with learning differences, and a commitment to diversity, equity, and inclusion, we encourage you to apply.

The daily schedule would be between 7:45 am and 3:45 pm. Ideally, we are looking for someone who can start immediately.

Essential Functions:

• Provides administrative support to the school by greeting visitors entering the school, screening all incoming calls, and answering emails

• Assists with the daily arrival and dismissal of students, including coordinating special instructions for late arrivals/early dismissals from parents
• Serves as the school’s Transportation Coordinator for the Office of Pupil Transportation, which involves liaising between busing families and the DOE, updating student information in DOE databases, keeping track of all student transportation changes, including student OMNY cards and organizing transportation for field trips
• Manages multiple school-wide calendars, including the internal Google calendar and all room reservations for shared spaces (e.g., conference rooms, the Performing Arts Center, cafeterias)
• Creates and communicates a weekly report of all required event setups while monitoring the school events calendar 
• Organizes and leads school-wide events, including Picture Day and field trips
• Updates and maintains the school's internal communication tools, documents and sites.
• Assists with preparation for the start of the school year, including all logistical details and supplies organization
• Ensures the safety of students, including supervision of students when required
• Works as part of a four-person administrative team supporting event planning and operations 
• Attends full faculty and staff meetings
• Willing to commit to anti-bias and anti-racism work and to promoting inclusion, belonging and equity through their work in the school community
• Ensure a commitment to the school’s DEI mission and goals by participating in continuous professional development for learning differences, anti-racism and anti-bias of all kinds
• Be an active member of the Gaynor community
• Other duties and responsibilities as deemed appropriate

Qualifications & Skills:

• Minimum of an Associate’s Degree
• Minimum of one year of experience in an administrative position required
• Independent School and/or non-profit experience preferred
• Exceptional communication and interpersonal skills with the ability to build trust and rapport across diverse communities, including internal leadership and staff, families and outside professionals
• High proficiency with Microsoft Office and Google Workspace
• Exceptional customer service and database system configuration skills (Veracross experience preferred)
• Highly organized and resourceful with sound judgment and a results-oriented mindset.
• A strong commitment to diversity, equity, and inclusion and a passion for the mission of Stephen Gaynor School.
• A commitment to creating and maintaining an inclusive and diverse community.
• Detail-oriented with strong time management skills
• Ability to work independently
• Self-motivated, flexible, and able to work as part of a team
• Organized with the ability to multitask
• Must be thoughtful in approach to speaking to children with special needs
• Must be able to maintain confidentiality

Stephen Gaynor School offers a competitive compensation package and a comprehensive professional development program. Applicants are required to submit a resume, cover letter and contact details for at least two individuals who can supply reference letters upon appointment. 

Please apply online at Employment Opportunities.

THE GAYNOR DIFFERENCE: UNLOCKING EACH STUDENT’S POTENTIAL

Since 1962, Stephen Gaynor School has been redefining what’s possible for children with learning differences. Located on Manhattan’s Upper West Side, Gaynor provides an individualized, evidence-based education for students in Pre-K through 8th grade who learn differently, including those with dyslexia, dysgraphia, dyscalculia, and ADHD. 

At Gaynor, our nearly 400 students benefit from small classes, a 3:1 student–teacher ratio, and specialized instruction, ensuring every child receives the support they need to thrive. Faculty work side by side with in-house specialists in speech, occupational therapy, literacy, and psychology— integrating academic, emotional, and developmental growth into every student’s experience. 

Beyond academics, Gaynor emphasizes confidence, self-advocacy, and belonging. Students learn to understand how they learn best, communicate effectively, and take pride in their progress. The school’s joyful, inclusive community celebrates diversity and nurtures each child’s curiosity and creativity, ensuring they feel valued and supported at every step. 

Graduates leave Gaynor with a strong foundation—academically prepared, emotionally grounded, and equipped with the tools to navigate new challenges. Families describe the experience as transformative: a place where children are understood, empowered, and inspired to reach their fullest potential.

Our Diversity Mission: Stephen Gaynor School is dedicated to promoting and advocating for diversity, equity, and inclusion within our school community. We recognize, value, and celebrate many types of diversity, including neurodiversity, ethnicity, race, socioeconomic status, ability, religion, sexual orientation, family composition, language, and gender identity/expression.

Equal Employment Opportunity Statement: Stephen Gaynor School is an equal employment opportunity employer. Gaynor is committed to building a culturally diverse and anti-racist workforce. We provide opportunities for employment without discrimination or harassment on the basis of (including hairstyle), color, religion, creed, ancestry, sex, sexual orientation, gender and gender identity, gender expression, national origin, alienage, age, pregnancy, marital/partnership status, immigration or citizenship status, status as a veteran or active military service member status, disability, genetic predisposition, status as a victim of domestic violence, prior arrest or conviction record, caregiver status, credit history, salary history, unemployment status, sexual or reproductive health decisions, or any other characteristic or status protected by applicable law (collectively, the “Protected Characteristics”).