Executive Administrative Assistant to the Principal

St Ignatius High School of Cleveland Ohio

Published: 6/14/2022

Job Description

About the Position:

Saint Ignatius High School, a highly successful Catholic, Jesuit college preparatory school for boys in Cleveland, Ohio, is seeking an experienced Executive Administrative Assistant to support the mission of Saint Ignatius High School by providing highly visible support to the Principal of the school. The role requires a proactive approach, anticipating needs while managing the day-to-day workflow and prioritizing various projects, which include scheduling, contract management, preparing materials for meetings, and participating in a wide range of special projects. The ideal candidate will possess a warm, discerning customer service personality and bring the necessary skill set to perform, coordinate and oversee administrative duties while providing an extensive level of support to the Principal of the school. This is a full-time, 12-month position working throughout the calendar year.

As a Catholic School in the Jesuit tradition, Saint Ignatius has been educating "Men for Others" for over 140 years. The school is known locally, as well as nationally, as a leader in educational excellence. At graduation, students will be open to growth, intellectually competent, religious, loving, and committed to peace and justice.

Primary Areas of Responsibility:

Maintain the Principal's schedule, including day-to-day and long-term management of meetings, projects, and priorities.
Schedule all meetings and travel for the Principal, including prioritizing meetings and communicating all relevant details to participants.
Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
Manage the Principal's office budget and reconcile monthly with the credit card statements.
Collaborate with academic departments on budget, application for funds, travel, etc.
Review, prepare and produce faculty contracts with the Principal and the Assistant Principal for Faculty Formation.
Ensure the Principal is prepared for upcoming appointments by gathering materials necessary for each meeting.
Work with the administrative team to ensure the school runs smoothly.
Coordinate and oversee the planning and execution of commencement.
Serve as the first point of contact for a wide variety of important relationships between the Principal and students, parents, guardians, faculty, staff and external partners.
Prepare and submit several significant reports for the school to external partners: The Diocese of Cleveland, the Jesuit Schools Network (JSN), the Midwest Province-Jesuits, the State of Ohio, etc.
Handle phone, email and postal mail inquiries and respond appropriately.
Collaborate with the Principal and other internal faculty and staff members to produce the Peek at the Week (weekly newsletter to all students, families, and employees). Proficiency in Mail chimp is desirable.
Coordinate and implement large-scale school events throughout the academic year.
Create a warm, professional, confidential environment and provide high-quality service and assistance to all school community members including administrators, board members, students, parents, teachers, staff, and visitors to the Principal's office.
Ability to function well in a high-paced environment; performs additional duties as assigned by the Principal or other administrators.

Qualifications:

Associate's degree or equivalent, preferred.
Minimum of 10 years proven experience in an executive office setting; educational office experience preferred.
Excellent communication skills (oral and written) and knowledge of standard clerical procedures and office operations, including proper telephone and e-mail etiquette.
Advanced experience with various software applications, including but not limited to Microsoft Word, Office, Excel, PowerPoint, Publisher, and Google Suite, etc.
Proficiency with office management systems, administrative procedures, and tools used to coordinate schedules, documents, meetings, and communications.
Ability to demonstrate a high level of tact, discretion and diplomacy with all internal and external community members, including a high level of maintenance of confidential/sensitive information.
Skilled in aspects of planning and project management.

The successful candidate will also demonstrate the following:

Project a positive demeanor regardless of changes in working conditions.
Commitment to excellence - perform duties at the highest level possible with honesty and integrity on a consistent basis.
Strong judgment, discretion, organization, problem-solving, attention to detail, and ability to manage multiple priorities with limited supervision.
Ability to communicate effectively in oral, written and electronic formats.
Work independently and follow instructions to consistently meet deadlines.
Continually adapt and learn new procedures and methods of efficiency and new technology.
Flexibility and willingness to embrace growth and change.
Willingness to engage in personal education and faith development.
Understanding, support and participation in the school's unique Catholic, Jesuit identity and school mission.
Collaborative spirit, innovative approach, reflective in nature, positive and engaging energy.
Strong service orientation and ability to interact effectively with individuals at all levels of the school and community.
Serve as a professional confidant, sounding board, and teammate to the Principal.

The position offers a unique opportunity to the candidate who is willing to contribute significantly to sustaining a school where:

The Catholic faith and the Jesuit mission are central to the institution.
People are believed in, honored and cared for.
The natural talents and creative abilities of persons are recognized and celebrated.
Individual contributions and accomplishments are appreciated.
Everyone is treated fairly and justly.
Each person finds the challenge, encouragement and support needed to reach his/her fullest individual potential for excellence.

About Saint Ignatius High School:

Saint Ignatius High School, which opened its doors September 6, 1886, is a Jesuit college-preparatory school. The school enrolls more than 1,400 young men. Academically, Saint Ignatius is a regional and state leader in National Merit finalists. To challenge students and prepare them for college, the Saint Ignatius curriculum offers numerous Advanced Placement (AP) and honors subjects. In September 2009, the school was designated a Blue Ribbon school by the U.S. Department of Education. A Saint Ignatius education prepares students to become competent, concerned and socially responsible members of their communities. With a motto of Men for Others, there is a prime concern for the development of Christian values among all students. Part of the Saint Ignatius student experience includes the promotion of faith in the service of justice. Located in close proximity to downtown Cleveland in the vibrant and energetic Ohio City neighborhood, the school occupies 25 acres and includes 19 buildings and three athletic fields. The school has over 100 faculty members, the majority of whom hold advanced degrees. Fifty-seven percent have spent 10 years or more teaching at Saint Ignatius.

Applicants with Disabilities

As an equal opportunity employer, Saint Ignatius High School is committed to a diverse workforce. To ensure reasonable accommodation for individuals protected by Title I of the Americans with Disabilities Act of 1990 (as amended), applicants who require accommodation in the job application process may contact Human Resources at 216-651-0222 for assistance.

Hourly range: $28.00-$33.00