Executive Assistant for School Leadership

Position Overview

The Executive Assistant for School Leadership provides critical administrative support to school leadership following the August 27,2025, incident. This role serves as the administrative backbone, managing complex scheduling, communications, and operational logistics. The Executive Assistant ensures school leadership can focus on strategic decision-making by expertly managing administrative workflows, stakeholder communications, and day-to-day operational details.

Key Responsibilities

Executive Support & Calendar Management

• Manage Principal's calendar, including recovery-related meetings, trauma support sessions, stakeholder meetings, and Parish leadership
• Coordinate complex scheduling across multiple stakeholders including Parish leadership, recovery initiatives, parent sessions, and community meetings
• Manages coordination and  communication between school and recovery groups, including Parish task force and recovery efforts as needed
• Prioritize and manage Principal's inbox, drafting routine responses and flagging urgent communications
• Prepare briefing materials and meeting agendas for leadership team meetings
• Maintain confidential files and sensitive documentation

Communications Coordination

• Serve as first point of contact for inquiries directed to school administration
• Triage and route incoming communications from families, media, community organizations, and support agencies coordinating with Task Force operations
• Draft routine correspondence and acknowledgments for offers of assistance in conjunction with the volunteer coordinator
• Maintain communication logs and ensure timely follow-up on all stakeholder inquiries
• Coordinate with archdiocesan communications team on information requests
• Manage distribution lists and contact databases for various stakeholder groups working with Salesforce administrator

Meeting & Event Logistics

• Schedule and coordinate logistics for parent support sessions, including room setup, materials, and refreshments
• Arrange community meetings, ensuring appropriate spaces, technology, and accessibility needs
• Coordinate visiting specialists, counselors, and support professionals, including scheduling, facility access, and orientation
• Manage RSVP tracking and attendance records for school-related events
• Prepare meeting minutes and action item tracking for school team meetings

Data Management & Reporting

• Maintain centralized tracking systems for school initiatives and timelines
• Compile weekly status reports on school activities for leadership team
• Colloborate with volunteer coordinator to track and log all offers of assistance, donations, and volunteer commitments 
• Maintain databases of families' recovery needs and support service utilization
• Generate routine reports on meeting attendance, communication metrics, and engagement levels
• Ensure appropriate confidentiality and data protection protocols
• Coordinate data tracking and management with Salesforce Administrator

Administrative Operations

• Process school related invoices and purchase orders
• Identify school needs with vendor relationships for recovery-related services (counseling, security, facilities)
• Coordinate facility access for after-hours support sessions and weekend programs
• Manage supply ordering for school activities
• Oversee visitor management protocols and security check-in procedures
• Maintain organized physical and digital filing systems for school documentation

Stakeholder Support

• Coordinate recovery leads across the Parish on behalf of the school
• Provide administrative support to school leadership
• Assist families in identifying appropriate contacts for navigating insurance claims, and benefit processes with appropriate documentation
• In conjunction with volunteer and virtus coordinators, schedule  volunteer and Virtus background check processes
• Support School Council and committee meetings with scheduling and materials preparation
• Serve as liaison with parish office for facility scheduling and resource sharing

Working Conditions

• Full-time position with occasional evening and weekend responsibilities for support sessions and events
• Office located on school campus with frequent interaction across all facilities
• Regular interaction with individuals experiencing trauma and grief
• Fast-paced environment with frequently changing priorities

Required Qualifications

Education & Experience

• High school diploma required; Associate's or Bachelor's degree preferred
• Minimum 3 years of executive administrative support experience, preferably supporting senior leadership
• Experience managing complex calendars and competing priorities
• Demonstrated ability to handle sensitive and confidential information with discretion

Essential Skills & Competencies

• Organizational Excellence: Exceptional ability to manage multiple priorities, deadlines, and details simultaneously
• Emotional Intelligence: Ability to interact with families and stressed staff with empathy and professionalism
• Discretion: Proven track record of maintaining confidentiality in sensitive situations
• Communication Skills: Professional written and verbal communication with strong customer service orientation
• Problem-Solving: Resourcefulness in finding solutions and anticipating needs
• Flexibility: Ability to adapt quickly to changing priorities and urgent needs
• Technical Proficiency: Advanced skills in Google Workspace, and willingness to integrate with Salesforce and other office management systems

Critical Success Factors

The successful candidate will:

• Maintain calm and professionalism in emotionally charged situations
• Anticipate needs and proactively address potential issues
• Work collaboratively across Parish leadership and stakeholders to unite efforts into common goals
• Build trust quickly with families and community members 
• Balance multiple urgent requests while maintaining attention to detail
• Work independently while knowing when to escalate issues
• Create efficient systems that can be maintained beyond the recovery period

Preferred Qualifications

• Experience in educational settings, particularly K-12 environments
• Database management experience, preferably Salesforce
• Event planning and coordination experience
• Bilingual capabilities (Spanish preferred)
• Familiarity with Catholic school operations

Send an email with current CV and cover letter to Teresa Thein

TThein@Annunciationmsp.org.