Executive Administrative Assistant to the President

Walsh Jesuit High School is seeking a dedicated Executive Administrative Assistant to provide high-level administrative support and to serve as a trusted partner to the school’s President, and by extension, the Board of Directors and Senior Leadership. Operating with a high degree of discretion, confidentiality and diplomacy, the Executive Administrative Assistant to the President plays a vital role in ensuring the efficient operation of the President’s office by supporting school initiatives, communications, and strategic priorities. This vital role manages communications, stewardship activities, calendars, expenses, budgets, and documents for the President and Board of Directors. The Executive Administrative Assistant schedules and coordinates activities for the Board of Directors and Senior Leadership Team, such as regular meetings, special retreats, and other initiatives and projects. This is a full-time 12-month position with flexible hours during non-academic periods of the calendar year.

Major Responsibilities:

• Executive Support & Office Management

  • Perform administrative and secretarial assignments for the President and serve as the lead administrative support person for the school
  • Maintain and manage the President’s schedule, including day-to-day and long-term planning of meetings, projects, and priorities
  • Work with the President to schedule, manage logistics for, and support meetings and activities of Leadership Team. Take notes and track meeting outcomes and action items for follow-up.
  • Proactively assist the President with preparation for and follow-up to engagements and commitments. Work closely with internal teams to ensure the President is well-prepared and resourced for all meetings and events. Coordinate arrangements and serve as the point of contact for hosting the President’s guests.
  • Create and maintain organized filing systems, contact lists, calendars, and electronic databases
  • Manage invoices and routine administrative tasks as assigned, including the timely and accurate preparation of monthly finance and credit card reports and reconciliations. Ensure that records are properly maintained.

• Relationship Management & Community Engagement

  • Create a warm, professional, confidential environment and provide high quality service and assistance to all school community members including board members, students, parents, alumni, teachers, staff, administrators, and visitors to the President’s office.
  • Serve as the first point of contact for a wide-variety of high-level relationships between the President and external contacts.
  • Work with the Development team to track, prompt, and support the President in portfolio management and donor communications.

• Scheduling, Coordination & Communication

  • Schedule and coordinate all meetings, including prioritizing requests and communicating relevant details to participants
  • Handle phone, email, and written correspondence; respond to inquiries, resolve issues, and direct communication as an extension of the President.
  • Assist in the preparation of reports, slide decks, and other communications. Draft, edit, and proofread clear written materials, including internal announcements, reports, presentations, correspondence, and other communications, ensuring alignment with organizational tone and messaging.
  • Work with President to manage all aspects of Board of Directors and committee meetings and activities, including annual scheduling, meeting planning, communications, minutes, and record-keeping.
  • Coordinate special projects including events, presentations, tours, and other engagement efforts of the President. Coordinate with colleagues throughout the school on projects as needed.
  • Manage travel arrangements for President and Senior Leadership.

• Strategic & Organizational Support

  • Work with senior leadership to collect, organize, and assemble information for board meetings, presentations, special projects, and strategic planning initiatives
  • Coordinate special acknowledgements and stewardship efforts on behalf of the President’s office
  • Facilitate and monitor key relationships by maintaining contact databases and ensuring timely follow-up
  • Ability to function well in a high-paced environment; performing projects and duties as assigned, including event planning assistance as time permits.

• Faith Formation

  • Embrace, display, and support Catholic/Christian values and …