Senior Executive Assistant to the President

Senior Executive Assistant to the President

Mission:

Saint Ursula Academy is a vibrant educational community founded on the strength of our Catholic faith and Ursuline values. Saint Ursula Academy promotes academic excellence and fosters a welcoming, respectful, and diverse community. Saint Ursula Academy graduates women filled with faith, integrity, and courage, ready to make a positive impact in the world.

Job Summary:
The Executive Assistant plays a vital role in supporting the President and advancing the mission of Saint Ursula Academy through high-level administrative, organizational, and project support. The Executive Assistant provides comprehensive administrative and strategic support to the President. The position coordinates logistics and prepares materials for board, committee, and key stakeholder meetings, including drafting presentations and recording minutes when appropriate. This position also assists the Vice President of Communications with strategic initiatives, communications projects, and special campaigns.

The role serves as the primary liaison to the Board of Trustees and supports board governance processes by managing agendas, meeting materials, orientation resources, governance documentation, contact lists, and committee structures. It also oversees meeting logistics, RSVPs, and event coordination for both internal and external engagements.

This is a 12-month, full-time position that works closely with school leadership and supports a wide range of initiatives that contribute to the success of the Academy.

Responsibilities/Duties:

• Supports, promotes, and models the mission, vision, and Ursuline values of Saint Ursula Academy while fostering a welcoming, professional, and mission-driven environment for all students, families, faculty, staff, and visitors.
• Supports the Strategic Plan as indicated.
• Provides high-level executive and administrative support to the President and school leadership, including calendar management, meeting coordination, correspondence, document preparation, file management, communications, and daily office operations.
• Serves as a key liaison for the President’s Office, ensuring effective communication, follow-up, and coordination among internal and external stakeholders, including Board members, donors, parents, and staff
• Manages email and written correspondence on behalf of leadership by prioritizing communications, drafting responses, and ensuring timely follow-up on key matters.
• Plans and supports meetings, events, campaigns, and special projects by coordinating logistics, reserving spaces, preparing materials, managing timelines, and ensuring successful execution from setup through completion.
  • Manages facilities (FMX) reservations for applicable meetings and events
• Serve as primary contact point for the Board of Trustees.
• Develop board and committee meeting agendas, and prepare supplementary materials, and disseminate information in a timely manner.
• Coordinates Board of Trustees activities; drafts minutes, organizes logistics, arranges hospitality, and tracks follow-up actions
• Drafts, edits, proofs, and distributes internal and external communications such as reports, newsletters, announcements, parent updates, and Board materials with exceptional accuracy and attention to detail.
• Maintains accurate records, databases, and reporting systems, including PowerSchool, FinalForms, discipline records, calendars, and other institutional data systems, ensuring confidentiality at all times.
• Collects, organizes, and synthesizes information from multiple departments to support decision-making, reporting, and operational efficiency.
• Processes financial and administrative transactions, including check requisitions, purchase orders, and credit card reconciliation, in accordance with established procedures.
• Oversees office operations, including supply management, scheduling systems, facility reservations, and administrative workflows to ensure efficiency and organization.
• Develops and maintains school calendars, schedules, and organizational tools to support communication and coordination across departments.
• Provides cross-functional support and backup coverage for key administrative functions, including attendance, reception, and other operational needs as required.
• Supports institutional initiatives, including advancement efforts, enrollment programs (such as EdChoice), and school-wide communications, in collab…