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Operations Coordinator

Palo Alto, CA

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

We are a year-round Montessori micro-school serving children ages 1–11 across multiple campuses, with current enrollment of 35–40 students and plans for continued growth. The school is organized into Toddler, Primary, and Elementary programs, with a Middle School division on the horizon. Based in Palo Alto, we are grounded in authentic Montessori pedagogy and emphasizes professionalism, kindness, and a commitment to excellence. All team members are expected to operate with discretion, collaborate openly, and contribute to a warm, focused, and joyful learning environment.

The Operations Coordinator ensures the smooth, day-to-day functioning of the Palo Alto campus and plays a critical part in aligning logistics, communications, and infrastructure with the evolving needs of the school. Working closely with the Head of School and Administrative Coordinator, the Operations Coordinator exercises independent judgment and decision-making authority across a broad range of areas.

CORE RESPONSIBILITIES

Strategic Campus & Facilities Management

  • Ensure daily readiness of the Palo Alto campus, anticipating needs and resolving issues proactively
  • Work on facilities planning and capital improvement projects in collaboration with leadership
  • Oversee classroom, communal space, and material readiness in alignment with programmatic goals
  • Manage vendor relationships to ensure high-quality and cost-effective service delivery

Financial Oversight & Strategic Resource Management

  • Assist with operational budgets with a focus on strategic resource allocation
  • Analyze spending patterns to recommend data-informed recommendations for cost control and sustainability
  • Maintain clear and accurate financial documentation; coordinate closely with the Finance Department on reporting and forecasting

Compliance, Risk Mitigation & Schoolwide Systems

  • Help maintain compliance with including licensing, health, and safety regulations
  • Partner on emergency preparedness plans in collaboration with cross functional partners and the leadership team
  • Propose process improvements that enhance schoolwide efficiency and effectiveness

Cross-Departmental Coordination & External Partnerships

  • Coordinate all logistics for transportation, food services, and enrichment programs
  • Serve as liaison between internal teams and external partners, ensuring aligned communication and collaboration

Event & Fieldwork Leadership

  • Lead planning and execution of all major school events, fieldwork, and off-campus learning experiences
  • Coordinate cross-functional teams to ensure events align with school mission and run smoothly
  • Gather and suggest improvements in schoolwide systems for fieldwork and event execution based on feedback and reflection

Staff, Family & Leadership Support

  • Serve as the daily on-site operational point person, fostering trust and responsiveness with staff and families
  • Contribute to school-wide planning, culture-building, and long-term growth discussions
  • Support classroom transitions or substitute as needed

QUALIFICATIONS

  • AMI Montessori training (any level) strongly preferred
  • Minimum 5 years of experience in educational operations, administration, or school leadership
  • Demonstrated capacity to coordinate across departments 
  • Authorized to work in the U.S.
  • Flexibility to travel and adapt to the dynamic needs of a small, growing school

KEY ATTRIBUTES

  • Strategic thinker with a hands-on mindset
  • Highly organized and able to manage logistics across timeframes
  • Collaborative leader who builds trust across departments and teams
  • Clear communicator with excellent judgment and discretion
  • Tech-forward, systems-oriented, and committed to continuous improvement
  • Calm and grounded under pressure; values humor, kindness, and professionalism
  • Deep alignment with Montessori principles and child-centered education

Salary Range

$118,000 - $165,000 USD

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.

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