Executive Assistant to the President

Job Summary

The Executive Assistant to the President performs strategic and complex administrative duties supporting the Office of the President of Ursuline Academy, the Academy Administration, and the Board of Trustees.
Reporting directly to the President of Ursuline Academy, this position identifies, anticipates, and executes administrative duties and provides information and assistance to Ursuline Academy families, staff and faculty, donors, media, community members, and the greater Ursuline community.
This role is responsible for ensuring execution and management of strategic initiatives with a focus on impeccable customer / community service while modeling the Ursuline mission and values.

Essential Duties and Responsibilities
The EXECUTIVE ASSISTANT TO THE PRESIDENT will:

• Model the Ursuline values of service, courtesy, loyalty and courage by attitude and action. Integrate the Ursuline Mission and Core Values into all activities.
• Contribute to the mission and standards of the school by being the first point of contact for the Office of the President, actively promoting and reflecting the Academys unique mission, culture, and programmatic offerings.
• In support of the Office of the President:
  • Perform administrative tasks for the President, including: calendar and scheduling, travel arrangements, drafting communications, budget management, organization and filing.
  • Create and submit required reports to Office of Catholic Schools, National Coalition of Girls Schools (NCGS), National Catholic Educators Association (NCEA), National Association of Independent Schools (NAIS), and annual statistical surveys as required by NAIS DASL
  • Manage phone, mail, email, and in-person communications for the Office of the President.
• In support of the Academy Board of Trustees, and Board Committees:
  • Serve as a primary point of contact for Ursuline Academy Board of Trustees.
  • Maintain Board documents such as Board Directory, Committee List, Board of Directors Handbook, Orientation documents, letterhead, and other documents as needed.
  • Coordinate all details of Board meeting dates per fiscal year.
  • Prepare and distribute meeting invitations and reminder emails, and manage attendance
  • In collaboration with COO and Administrative team, prepare agendas, the President report, and reports from each committee to create the final meeting packet.
  • Record, transcribe, distribute, and archive Board meeting minutes.
  • Make arrangements for Board Committees and other related meetings, including creating / distributing agendas & packets, and transcribing, distributing, and archiving minutes from each committee meeting.
• Manage all reporting, accreditations, and membership processes for the Academy, including:
  • Create and submit required reports to Office of Catholic Schools, National Coalition of Girls Schools (NCGS), National Catholic Educators Association (NCEA), National Association of Independent Schools (NAIS), and annual statistical surveys as required by NAIS DASL
  • Act as Ursulines liaison to national and regional organization such as the NAIS, NCGS, NCEA
  • Leverage membership by participation in professional development conferences in workshops and conferences (as offered and required by organizations) to optimize schools membership investment
• Manage all projects of the Administrative Offices that align to strategic goals set by the President and Board of Trustees:
  • Support the President in executing strategic initiatives that require collaboration of multiple leaders and stakeholder groups; oversee and lead projects as appropriate.
  • Support the President in driving the creation and execution of strategic goals.
  • Ensure communication and alignment on strategic goals across the organization.
  • Determine appropriate project timelines, communication and training structures that make progress more likely and successful across the organization; clearly define and communicate the outcomes and timelines of the organization's planning processes
  • Communicate and coordinate President's strategic goals with Administrative leadership.
  • Assist Administrative leadership with completion of strategic priorities through administrative support, scheduling, communication and report preparation, or other tasks.
• Use available data and reporting to determine completion and guide communications from the Office of the President.
• Stay updated on trends and best practices in education / administrative office management and share with President and Administrative leadership.
• Monitor budgets for President, High School, and BOT. Provide credit card reconciliation for President and High School.
• In collaboration with Communications and Heads of School, create annual academic calendar.

Other Duties
All positions will:

• Seek out and share ideas for strategic, continuous improvement, with a mind to move the Academy toward strategic goals in all work.
• Foster high ethical standards, integrity, confidentiality, and respect for colleagues, alumni/ae, parents, and students in all work.
• Promote Diversity, Inclusion, and Belonging in all aspects of work with the goal of Serviam - I Will Serve - always in mind.
• Perform other reasonable duties as instructed by President of the Academy and direct supervisor.

Qualification Requirements

• Bachelor's Degree
• 3 years' prior experience in education or as an executive assistant to a school administrator or corporate executive.

Qualification preferences

• Outstanding interpersonal skills
• A commitment to the mission and values of Ursuline Academy.
• Dedication to a high level of confidentiality
• Demonstrated track record of setting ambitious goals and driving results; experience using data to drive the decisions, and troubleshoot effectively to move projects forward and to completion
• Excellent organization and project management skills; ability to implement programs, manage details, and work independently
• Ability to manage multiple projects and set priorities accordingly
• Excellent relationship builder with demonstrated experience managing diverse stakeholders, leading change, and promoting strong collaboration across teams. Knowledge of the Ursuline community is a plus.
• Direct experience working with boards members, chairs, and committees strongly preferred
• Strong judgment, discretion, self motivation, and decision-making skills
• Excellent written and verbal communication skills
• Excellent computer skills, including Microsoft Office (G-suite, PowerPoint, Excel, Outlook)