Executive Assistant to President

Notre Dame High School, a Catholic, college preparatory school sponsored by the Congregation of Holy Cross, educates the hearts and minds of students who are diverse in ethnicity, talent, and culture. As a community of faith, Notre Dame strives to form each student – spiritually, intellectually, and socially – to recognize the dignity of all persons and to serve the evolving needs of the world. Notre Dame faculty and staff are expected to be men and women of integrity and able to espouse Catholic, Holy Cross, and Notre Dame mission values that will set a positive example for all students.

Position Overview

The Executive Assistant position is a full-time, classified, exempt position accompanied by an annual salary and benefits

Duties & Responsibilities

• Understand, embrace, and implement the school’s mission and philosophy.
• Provide high-level administrative support to the president, including managing calendars, scheduling appointments, coordinating travel, managing projects, and balancing conflicting priorities.
• Prepare and edit correspondence, presentations, reports, and other documents as required.
• Provides administrative tasks, including maintenance of corporate/executive files, letter writing, meeting room reservations, set-ups, facilities/technology requests, and other assignments as assigned.
• Handles incoming and outgoing communications, including phone calls, emails, and mail, and ensures timely and appropriate responses.
• Coordinate and facilitate meetings, including preparing agendas, taking minutes, and distributing follow-up actions.
• Maintain confidential files and records, exercising discretion and professionalism in handling sensitive information.
• Organizes the Board of Directors meetings, including producing the meeting packet, recording detailed minutes, and distributing drafts/finals to Committee members; collects and assembles information for board presentations, special projects, and strategic planning; communicates with the Board of Directors and Committees.
• Assist with preparing and coordinating leadership team meetings, including agendas, presentations, and minutes.
• Coordinate visits from outside guests to the school.
• Plans Board of Directors End of Year Social and Board Christmas Social in conjunction with Event Director.
• Attends Leadership meetings and records minutes/notes.
• Plans, assists, and coordinates the President’s school events and Archdiocese's visits.
• Responsible for processing credit card statements and receipts, reconciling statements, and submitting them.
• Processes check requests or pay for invoices approved by the President’s office.
• Arranges travel and accommodations for the President’s office and his/her other attendees.
• Performs office tasks, including ordering supplies and organizing/maintaining office spaces in the President’s suite.
• Work with the Principal's office on parent newsletter deadlines and content when needed by the President.
• Must attend the Open House, Graduation, and the Baccalaureate Mass.
• Must sign a confidentiality agreement.
• Anticipate the needs of the president and proactively provide support and assistance.
• Other duties as assigned by the President.
• Manage and complete projects within a deadline as assigned by the President.
• Must be proficient in meeting minutes recording and outlines (in tandem with Otter AI).
• Google Calendar & Zoom knowledge to arrange and coordinate appointment scheduling.
• Proficient in Microsoft Office/Google Suite (Excel, Doc, PowerPoint), reports as necessary and assigned. Raiser’s Edge software experience preferred.
• Organizational skills to maintain the President's files.
• Professional interactions with Board Members and guests for the Office of the President.
• Letter writing and mail merge capabilities.
• Ability to type a minimum of 50 words per minute.
• After-hour availability for work, school, and sporting events.
  
  

Education And Experience

• A high school diploma is required; a bachelor’s degree in business administration or a related field is preferred.
• At least four years of experience as an executive assistant or other related experience is preferred.
• Knowledge of various office software.
• Preferred knowledge of Robert’s Rules of Order.
• Knows and supports the Holy Cross Mission of Notre Dame High School.