What are the responsibilities and job description for the Administrative Assistant position at Saint Louis School?
Job Summary:
Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, answering phone calls and emails, and managing the scheduling calendar for non-athletics facilities.
Essential Duties:
- Finance:
- Scan and upload monthly bank statements and investment statements to the shared drive utilized by the school’s accounting firm
- Scan and upload bank and investment documents to the shared drive utilized by the school's accounting firm
- Email Board Finance Committee agenda, minutes, and other documentation to committee members, as needed
- Take attendance and notes for quarterly board finance committee meetings
- Obtain necessary signatures from school president, VP of Temporalities, or board members and email them to the school’s financial partners, as needed
- Communicate monthly with credit card holders about upcoming due dates for credit card receipts and coding
- Organize and file all finance and investment documents
- Shred documents approved for shredding
- Security, Facilities, and Technology:
- Meet with VP of Temporalities to approve facilities requests for non-athletics facilities and communicate with requestor for rejection, approval, or need for more information
- Primary point of contact for facilities requests for non-athletics facilities
- answer phone calls or emails to handle inquiries or direct requestor to appropriate individuals for assistance
- communicate needs to facilities or technology partners for approved set-up requests
- communicate with school security team to open and close approved requested facilities
- Communicate with the Marianist Center of Hawaii and Chaminade University about requested events
- Send weekly calendar and events communication email to key constituents
- Email Board Facilities Committee agenda, minutes, and other documentation to committee members, as needed
- Take attendance and notes for quarterly board facilities committee meetings
- Work closely with Human Resources Liaison and the VP of Temporalities to issue keys, as needed, using the school’s online work order platform
- Manage and update key logs
- Work closely with Human Resources Liaison and the VP of Temporalities to issue parking passes, as needed
- Manage and update parking pass logs
- Communicate with the school’s IT company to ensure employees and approved guests have access to internet services, as needed
- Other Administrative Duties:
- Answer telephone calls and give information to callers, take messages, or transfer calls to appropriate individuals
- Answer emails to schedule meetings, handle inquiries, or forward to appropriate individuals
- Greet visitors and handle inquiries or direct them to appropriate individuals according to their needs
- Sort Temporalities mail and file or redirect, as needed
- Schedule meetings for the VP of Temporalities
- Arrange conference, meeting, or travel reservations for VP of Temporalities
- Other duties as assigned
Qualifications:
- Associate’s degree (or other 2-year degree) and 3 years of previous experience; Bachelor's degree preferred
- Excellent interpersonal, communication, time management, and problem-solving skills
- Ability to maintain confidentiality and handle sensitive information with discretion
- Strong organizational and multitasking skills
- Attention to detail and thoroughness
- Understanding of and commitment to Marianist values and Catholic education
This position requires a detail-oriented individual with a strong commitment to fostering a positive work environment and supporting the mission of Saint Louis School. The ideal candidate will be adaptable, proactive, and able to work effectively with diverse stakeholders while embodying Marianist values in their approach to providing support to the VP of Temporalities.