Executive Assistant to the Principal

Executive Assistant to the Principal

Flintridge Sacred Heart Academy
Employment Type: Full-Time, 12 Months
FLSA Status: Non-Exempt

Position Summary

Flintridge Sacred Heart Academy (FSHA) is seeking a highly organized, proactive, and professional Executive Assistant to serve as the primary administrative partner to the Principal. This role provides high-level executive support by managing the Principal’s daily operations, coordinating communications, overseeing complex scheduling, supporting academic and school-wide initiatives, and ensuring the efficient functioning of the Principal’s Office.

The ideal candidate is a strategic thinker with exceptional organizational skills, excellent judgment, and the ability to anticipate needs in a fast-paced educational environment. This individual exercises the highest level of discretion, builds strong relationships across the school community, and embraces FSHA’s Catholic, Dominican mission of educating young women.

Essential Qualifications

• Bachelor’s degree or equivalent combination of education and experience preferred.
• Minimum of five years of executive-level administrative support experience, preferably in education or a nonprofit setting.
• Exceptional organizational, project management, and time management skills.
• Outstanding written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities with accuracy and professionalism.
• High level of discretion and ability to handle confidential information appropriately.
• Advanced proficiency in Google Workspace, Microsoft Office Suite, and other office technologies.
• Strong initiative, sound judgment, and problem-solving abilities.
• Commitment to providing outstanding customer service to students, families, faculty, staff, and visitors.

Who You Are

• You support and uphold the Catholic, Dominican mission and values of Flintridge Sacred Heart Academy.
• You are emotionally intelligent, adaptable, and collaborative.
• You anticipate needs and proactively identify solutions.
• You communicate with professionalism, warmth, and attention to detail.
• You thrive in a dynamic environment where priorities may shift throughout the day.
• You maintain confidentiality and composure when handling sensitive matters.
• You approach your work with a servant-leadership mindset and a commitment to excellence.

Essential Duties and Responsibilities

Executive Support

• Manage the Principal’s calendar, appointments, meetings, and priorities to maximize efficiency and effectiveness.
• Prepare correspondence, reports, presentations, agendas, and briefing materials on behalf of the Principal.
• Draft and distribute communications to faculty, staff, students, and families as directed.
• Screen calls, emails, and visitors, responding independently when appropriate and redirecting or escalating matters as needed.
• Maintain confidential personnel, student, and administrative records with the highest level of discretion.
• Meet regularly with the Principal to review priorities, upcoming events, and ongoing projects.
• Supports facilities check out for faculty.
• Supports bridge between the student programs and Marketing and Communications in identifying and organizing opportunities for coverage.
• Organizes final exam schedule and exam collection with support of Testing Coordinator.

Meeting & Project Coordination

• Coordinate administrative meetings, faculty meetings, and leadership meetings, including agendas, logistics, minutes, and follow-up items.
• Reserve meeting spaces and coordinate technology, catering, and materials as needed.
• Support school improvement initiatives and special projects led by the Principal.
• Track deadlines and ensure timely completion of recurring reports and assignments.
• Work with Parent Group leaders to support volunteer management and Parent Group events and support.

Academic & School Operations Support

• Assist with planning and coordination of major academic and school events, including awards ceremonies, commencement-related activities, faculty meetings, and other Principal-led programs.
• Oversee and direct coordination of Teacher Appreciation Week, Graduation, Back to School Night, Senior Awards, Spring New Family Welcome and other events.
• Coordinate recognition efforts for student academic achievements and faculty or staff milestones as assigned.
• Coordinate faculty gifts at holidays, work with the Parent Guild to c…