Description

Position Overview
The Executive Assistant for School Leadership provides critical administrative support to school leadership following the August 27,2025 incident. This role serves as the administrative backbone managing complex scheduling, communications, and operational logistics. The Executive Assistant ensures school leadership can focus on strategic decision-making by expertly managing administrative workflows, stakeholder communications, and day-to-day operational details.

Key Responsibilities
Executive Support & Calendar Management
Manage Principal's calendar, including recovery-related meetings, trauma support sessions, stakeholder meetings, and Parish leadership
Coordinate complex scheduling across multiple stakeholders including Parish leadership, recovery initiatives, parent sessions, and community meetings
Manages coordination and  communication between school and recovery groups including Parish task force and recovery efforts as needed
Prioritize and manage Principal's inbox, drafting routine responses and flagging urgent communications
Prepare briefing materials and meeting agendas for leadership team meetings
Maintain confidential files and sensitive documentation

Communications Coordination
Serve as first point of contact for inquiries directed to school administration
Triage and route incoming communications from families, media, community organizations, and support agencies coordinating with Task Force operations
Draft routine correspondence and acknowledgments for offers of assistance in conjunction with the volunteer coordinator
Maintain communication logs and ensure timely follow-up on all stakeholder inquiries
Coordinate with archdiocesan communications team on information requests
Manage distribution lists and contact databases for various stakeholder groups working with Salesforce administrator

Meeting & Event Logistics
Schedule and coordinate logistics for parent support sessions, including room setup, materials, and refreshments
Arrange community meetings, ensuring appropriate spaces, technology, and accessibility needs
Coordinate visiting specialists, counselors, and support professionals, including scheduling, facility access, and orientation
Manage RSVP tracking and attendance records for school-related events
Prepare meeting minutes and action item tracking for school team meetings

Data Management & Reporting
Maintain centralized tracking systems for school initiatives and timelines
Compile weekly status reports on school activities for leadership team
Colloborate with volunteer coordinator to track and log all offers of assistance, donations, and volunteer commitments 
Maintain databases of families' recovery needs and support service utilization
Generate routine reports on meeting attendance, communication metrics, and engagement levels
Ensure appropriate confidentiality and data protection protocols
Coordinate data tracking and management with Salesforce Administrator

Administrative Operations
Process school related invoices and purchase orders
Identify school needs with vendor relationships for recovery-related services (counseling, security, facilities)
Coordinate facility access for after-hours support sessions and weekend programs
Manage supply ordering for school activities
Oversee visitor management protocols and security check-in procedures
Maintain organized physical and digital filing systems for school documentation

Stakeholder Support
Coordinate recovery leads across the Parish on behalf of the school
Provide administrative support to school leadership
Assist families in identifying appropriate contacts for navigating insurance claims, and benefit processes with appropriate documentation
In conjunction with volunteer and virtus coordinators, schedule  volunteer and Virtus background check processes
Support School Council and committee meetings with scheduling and materials preparation
Serve as liaison with parish office for facility scheduling and resource sharing

Requirements

Required Qualifications
Education & Experience
High school diploma required; Associate's or Bachelor's degree preferred
Minimum 3 years of executive administrative support experience, preferably supporting senior leadership
Experience managing complex calendars and competing priorities
Demonstrated ability to handle sensitive and confidential information with discretion

Essential Skills & Competencies
Organizational Excellence: Exceptional ability to manage multiple priorities, deadlines, and details simultaneously
Emotional Intelligence: Ability to interact with families and stressed staff with empathy and professionalism
Discretion: Proven track record of maintaining confidentiality in sensitive situations
Communication Skills: Professional written and verbal communication with strong customer service orientation
Problem-Solving: Resourcefulness in finding solutions and anticipating needs
Flexibility: Ability to adapt quickly to changing priorities and urgent needs
Technical Proficiency: Advanced skills in Google Workspace, and willingness to integrate with Salesforce and other office management systems

Preferred Qualifications
Experience in educational settings, particularly K-12 environments
Database management experience, preferably Salesforce
Event planning and coordination experience
Bilingual capabilities (Spanish preferred)
Familiarity with Catholic school operations

Critical Success Factors
The successful candidate will:
Maintain calm and professionalism in emotionally charged situations
Anticipate needs and proactively address potential issues
Work collaboratively across Parish leadership and stakeholders to unite efforts into common goals
Build trust quickly with families and community members 
Balance multiple urgent requests while maintaining attention to detail
Work independently while knowing when to escalate issues
Create efficient systems that can be maintained beyond the recovery period

Working Conditions
Full-time position with occasional evening and weekend responsibilities for support sessions and events
Office located on school campus with frequent interaction across all facilities
Regular interaction with individuals experiencing trauma and grief
Fast-paced environment with frequently changing priorities