Administrative Assistant

Purpose of Position:  The Administrative Assistant is responsible for overseeing office operations, managing subscriptions, coordinating orders, maintaining calendars, and ensuring smooth day-to-day administrative functions at CSCOE. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently with minimal amounts of direct supervision while supporting staff, leadership, and external constituents. To make the organization scalable to a national level, all roles within CSCOE must heavily leverage advanced technology, especially AI, to do much more for far less in the shortest amount of time possible.

Duties and Responsibilities:

1. CORE COMPETENCY: Manage day-to-day operational needs of the office, including ordering supplies, coordinating office facilities, and liaising with technology support.
2. CORE COMPETENCY: Maintain a coordinated schedule of the organization’s events, meetings, and other activities and coordinate hospitality, etc.
3. CORE COMPETENCY: Manage all aspects of ordering all supplies for the proper function of the office.
4. CORE COMPETENCY: Manage and track all organizational subscriptions, including Microsoft, Zoom, Quickbooks, Mailchimp and more.
5. Leverage technology to a high degree, including but not limited to expertise in engineering AI prompts for maximum productivity and impact.
6. Handle and sort daily incoming mail, including donor gifts.
7. Oversee office cleanliness and organization, particularly in shared spaces such as the conference room, the kitchen, and the copy area; act as a point of contact for office moves, renovations and reorganization efforts.
8. Serve as the liaison for office space rental and maintenance requests through the Impak portal.
9. Coordinate all aspects of a new employee’s first week at CSCOE, including hardware, permissions, welcome meals, headshots, and account setup.
10. Work with the Executive Chair of the Board of Directors and the President to ensure space and materials are prepared for quarterly board meetings; serve as a liaison with the Executive Chair on an as-needed basis.
11. Offer support as able to the Brand team during large-scale events.
12. Other duties as assigned.

Qualifications

1. Bachelor’s degree or equivalent experience.
2. Experience in a small office environment, the mindset to anticipate office needs, and the self-motivation to fulfill these needs with a minimal amount of oversight and direction.
3. Superb organizational skills and a strong ability to manage multiple projects at once.
4. Strong writing, editing, and verbal communication skills.
5. Strong problem-solving skills that incorporate creativity and innovation.
6. Ability to work collaboratively and effectively with a small office staff.
7. Proficiency in Microsoft Office, Google Suite, and other relevant platforms.
8. The ability to understand and safeguard sensitive and confidential information especially that involving employees and donors.
9. Be an entrepreneur, with the proven ability to “think outside the box” in developing unique and innovative approaches to challenging issues and situations.
10. Be passionate about CSCOE’s mission of serving Catholic school principals and teachers in achieving excellence in their schools.
11. Have a strong work ethic and set an appropriate example for team members to emulate.
12. Demonstrate the highest ethical and moral standards in personal and business conduct.

Working Conditions

CSCOE is a small, growing and entrepreneurial organization with a passion for Catholic education.  We embrace a mindset of servanthood when it comes to helping schools. We listen to schools and strive to not only respond to their expressed needs but also anticipate additional needs and ask schools to seek excellence in all that they do. CSCOE seeks team members who thrive in a fast-paced environment that fosters critical thinking and creative problem-solving. We are self-starters and we embrace change. We will stop at nothing to enhance excellence in our schools. Our team believes in a high level of collaboration and searches for talent who will embrace change, seek excellence, and provide leadership and inspiration for our school communities.

Please send cover letter, resume and references to Director of Operations Melissa Gruber.