Executive Administrative Assistant to the Principal

About the Position:

Saint Ignatius High School, a highly successful Catholic, Jesuit college preparatory school for boys in Cleveland, Ohio, is seeking an experienced Executive Administrative Assistant to support the mission of Saint Ignatius High School by providing highly visible support to the Principal of the school. The role requires a proactive approach, anticipating needs while managing the day-to-day workflow and prioritizing various projects, which include scheduling, contract management, preparing materials for meetings, and participating in a wide range of special projects. The ideal candidate will possess a warm, discerning customer service personality and bring the necessary skill set to perform, coordinate and oversee administrative duties while providing an extensive level of support to the Principal of the school. This is a full-time, 12-month position working throughout the calendar year.

As a Catholic School in the Jesuit tradition, Saint Ignatius has been educating “Men for Others” for over 140 years. The school is known locally, as well as nationally, as a leader in educational excellence. At graduation, students will be open to growth, intellectually competent, religious, loving, and committed to peace and justice.

Primary Areas of Responsibility:

• Maintain the Principal’s schedule, including day-to-day and long-term management of meetings, projects, and priorities.
• Schedule all meetings and travel for the Principal, including prioritizing meetings and communicating all relevant details to participants.
• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
• Manage the Principal’s office budget and reconcile monthly with the credit card statements.
• Collaborate with academic departments on budget, application for funds, travel, etc.
• Review, prepare and produce faculty contracts with the Principal and the Assistant Principal for Faculty Formation.
• Ensure the Principal is prepared for upcoming appointments by gathering materials necessary for each meeting.
• Work with the administrative team to ensure the school runs smoothly.
• Coordinate and oversee the planning and execution of commencement.
• Serve as the first point of contact for a wide variety of important relationships between the Principal and students, parents, guardians, faculty, staff and external partners.
• Prepare and submit several significant reports for the school to external partners: The Diocese of Cleveland, the Jesuit Schools Network (JSN), the Midwest Province-Jesuits, the State of Ohio, etc.
• Handle phone, email and postal mail inquiries and respond appropriately.
• Collaborate with the Principal and other internal faculty and staff members to produce the Peek at the Week (weekly newsletter to all students, families, and employees). Proficiency in Mail chimp is desirable.
• Coordinate and implement large-scale school events throughout the academic year.
• Create a warm, professional, confidential environment and provide high-quality service and assistance to all school community members including administrators, board members, students, parents, teachers, staff, and visitors to the Principal’s office.
• Ability to function well in a high-paced environment; performs additional duties as assigned by the Principal or other administrators.

Qualifications:

• Associate’s degree or equivalent, preferred.
• Minimum of 10 years proven experience in an executive office setting; educational office experience preferred.
• Excellent communication skills (oral and written) and knowledge of standard clerical procedures and office operations, including proper telephone and e-mail etiquette.
• Advanced experience with various software applications, including but not limited to Microsoft Word, Office, Excel, PowerPoint, Publisher, and Google Suite, etc.
• Proficiency with office management systems, administrative procedures, and tools used to coordinate schedules, documents, meetings, and communications.
• Ability to demonstrate a high level of tact, discretion and diplomacy with all internal and external community members, including a high level of maintenance of confidential/sensitive information.
• Skilled in aspects of planning and project management.

The successful candidate will also demonstrate the following:

• Project a positive demeanor regardless of changes in working conditions.
• Commitment to excellence - perform duties at…