Executive Administrative Assistant

Executive Administrative Assistant Job Description

Position Title: Executive Administrative Assistant

Reports To: Principal and Assistant Principal

Compensation: Salary Commensurate with Degree and Experience; Salary Range: $65,000-$75,000

Calendar: 12 Month position

SUMMARY

In collaboration with the Principal and Assistant Principal, develops systems to limit Principal and Assistant Principal time spent on operational tasks, allowing them to focus on instructional leadership. Under the direction of the Principal, facilitates and coordinates activities and projects such as special events, transportation, and daily calendar events.

We seek a candidate who possesses:

• Enthusiasm for, and a commitment to, the mission and vision of DePaul College Prep.
• Enjoyment in spending time engaging with students and educators.
• A high level of energy and ability to work on many tasks/projects in a fast-paced environment.
• Strong organizational and time management skills.
• Excellent interpersonal, phone and writing skills.
• The ability to manage competing demands from various individuals.
• Discipline and reliability.
• Strong communication skills, both written and verbal with both students and adults.
• Willingness to stretch and develop their skills.
• A can-do, positive attitude.
• Flexible thinking.
• Strong collaboration skills.
• Self-starter abilities; enjoys a challenge and is invested in creating exceptional work.
• The ability to readily follow through and close the loop on projects.
• Respect for, and recognition of, confidentiality.
• A collegial approach to working with multiple constituencies (Administration, Department Chairs, Admissions, Advancement, Athletics, Facilities).
• Responsiveness to requests for information and support.
• A sense of humor and patience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties must be performed on site.

• Meets with the Principal regularly to discuss instructional focus and management concerns.
• Coordinates scheduling of meetings for the administrative team and manages room reservations.
• Manages the process of assigning substitutes each day and manages a year-long calendar for this.
• Manages planning for special events related to faculty professional development days and other faculty-related events.
• Manages field trips and oversees transportation needs with Manager and Assistant Manager of Auxiliary Business Operations.
• With Department Chairs, manages the textbook renewal and ordering process.
• Assists Principal with managing Title Funds, Summer programming and departmental budgets and processes.
• Helps create and implement the Crisis Emergency Plan and processes.
• Manages communication and documentation for the Continuing Professional Development Units (CPDU) process for on-campus professional development.
• Works with the Instructional Technology Team to manage and organize the DePaul Prep Resources Shared Drive.
• Works in collaboration with the Registrar/Main Office Administrative Assistant to maintain supply inventories as appropriate to guarantee efficient organization of the school.
• Participates in Attendance Review meetings to assist the Principal and Assistant Principal in monitoring student attendance and coordinating communications to parents as students approach attendance thresholds for a grade reduction.
• Working with the Assistant Principal and Department Chairs, coordinates all university requests for student-teacher placement, clinical observations, and other university teacher pre-service opportunities.
• Creates documents that reflect final exam schedules, meeting schedules, and other calendars necessary for faculty and staff communications.
• Creates framework for Sunday Weekly Preview email for Principal to complete.
• Understands yearly school calendar and cycle of events to proactively assist in managing project timelines and scheduling times.
• Collaborates with the Director of Data Management and Scheduling to manage Illinois and Cognia data collection and assists with completion of compliance forms, ISBE surveys, or related documents as needed.
• Promotes the school through positive relations with the community, businesses, parents, and students.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• This position does not supervise other employees.

QUALIFICATION REQUIREMENTS

To perform this job successfully, the individual must be able to perform each essential duty sa…