Executive Assistant to the Administration
Executive Assistant to the Administration
Posted on :
04-05-2025
Employer Active
1 Vacancy
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Job Description
General Summary
The main office secretary is often the first point of contact for families and visitors representing the school with professionalism and warmth. This role provides highlevel administrative support to school leadership and plays a critical part in daily operations. The ideal candidate is a proactive communicator discreet highly organized and aligned with the schools mission to lead every student to the Gospel message of Jesus Christ. The secretary contributes to a school culture rooted in Gospel values respect and service.
Key Responsibilities
- Serve as a knowledgeable resource for school staff students parents visitors and security providing accurate information and guidance on policies procedures and general inquiries.
- Organize and coordinate substitute teachers daily as well as communicate lesson plans on behalf of inbuilding personnel
- Maintain school calendar student and staff information databases organize personnel records forms and other confidential files
- Maintain and send daily internal email bulletins to staff and students
- Support the enrollment process by assisting families with registration offering brief orientations and conducting tours as needed
- Manage the principals and assistant principals calendars and assist with scheduling appointments and meetings.
- Prepare and edit community outreach correspondence forms reports newsletters handbooks and other documents with minimal supervision.
- Serve as liaison between administration security staff families and community stakeholders.
- Organize and distribute weekly parent communications as well as updates for internal staff and students.
- Coordinate school announcements and contribute to planning and supporting special events such as graduation and Grandparents Mass.
- Greet and assist office visitors; monitor access to the building to maintain security.
- Handle incoming and outgoing mail and ensure office supplies are stocked and ordered.
- Maintain records related to attendance enrollment health and registration processes.
- Operate and schedule maintenance for office equipment including computers printers phones and scanners.
- Attend meetings and record minutes as requested.
- Coordinate with the athletic and advancement offices regarding school news.
- Support all departments with mailings including formatting and printing bulk mail envelopes.
- Demonstrate a welcoming Christcentered presence to all who enter the school reflecting the values of hospitality and compassion central to Catholic education.
- Uphold confidentiality in all communications and recordkeeping.
- Perform additional duties as assigned to support the effective functioning of the school office.
Qualifications
Education: High school diploma required; additional coursework in office administration preferred.
Experience: Minimum two years of secretarial or clerical experience preferably in a school setting.
Skills and Abilities:
- Strong proficiency in Microsoft Office Suite and Google Workspace.
- Strong verbal and written communication.
- Excellent organizational skills attention to detail and ability to manage multiple priorities.
- Dependable discreet and capable of handling sensitive information.
- Familiarity with data entry and basic spreadsheet use (Excel).
- Understanding of and commitment to the Catholic mission of the school with the ability to support faithbased initiatives and traditions.
Physical Requirements:
- Must be able to sit for extended periods
- Occasional standing bending and lifting up to 40 pounds required.
- Onsite presence is required Monday through Friday from 7:30 a.m. to 3:30 p.m.
- Ability to climb stairs if no elevator is available.
FullTime Benefits:
- Health dental and vision insurance
- Retirement plan options
- Paid time off (vacation sick leave and holidays)
- Professional development opportunities are available
- And more
Employment Type
Full Time
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