As an Executive Administrative Assistant at St. Rose of Lima School in North Syracuse, NY, you'll provide crucial administrative and operational support to the school principal, managing schedules, communications, and various tasks to ensure smooth daily operations of the school and support of the school's mission.
The Executive Administrative Assistant's job responsibilities include, but are not limited to:
Core Administrative Support:
Calendar Management: Manage the principal's calendar, and the school calendar as it links with the church's main calendar. Schedule meetings,appointments, and events. Send reminders to the principal of upcoming events in a timely fashion.
Meeting Coordination: Coordinate and attend meetings, including preparing agendas, taking minutes, and distributing materials for those meetings.
Document Preparation: Prepare and maintain documents, sacramental records, reports, and presentations, ensuring accuracy and professionalism.
Information Management: Manage and maintain files, records, and databases, ensuring information is organized and easily accessible. Create an accurate communication database from the information that is available in FACTS, ensuring that names are spelled correctly, addresses are correct, and the stored information will correctly format for mailing addresses. Create a parent mailing spreadsheet, a grandparent mailing spreadsheet, and faculty and staff spreadsheet to be used for any mailings, including those of the principal or president of St. Rose of Lima School.
Gatekeeping: Screen calls, emails, and visitors, ensuring the principal's time is managed effectively. Be the first line of introduction to St. Rose of Lima School. Ensure that all policies are upheld while communicating allegiance to those policies. Handle incoming and outgoing communication, emails, phone calls, etc., acting as primary point of contact to help ensure that the principal's time is respected by parents and staff.
Specific to the Catholic School Context:
Parish Liaison: Serve as a liaison between the school and the parish, coordinating events and activities, facilitating communication, and keeping the joint campus calendar updated with school requests and functions.
Student and Family Support: Assist with student registration, communication with parents, and other tasks related to student support. Manage and maintain IEP and 540 records.
Event Planning: Assist with planning school events, including Open House events, concerts, musical events, fundraising events, religious celebrations, graduations, and other school functions.
Office Management: Delegate administrative tasks to other office personnel as needed. manage office supplies, equipment, and facilities, making requests for needed supplies, anticipating what might be needed for upcoming events and requisitioning them beforehand (letterhead, envelopes, stamps, etc.). Manage Amazon and Caring for Classroom orders.
Financial Support: Assist with basic accounting tasks, such as processing invoices, counting, recording, and submitting checks and cash intake to the school/parish accountant.
Skills and Qualifications:
Strong organizational skills: Ability to manage multiple tasks and prioritize effectively. Excellent communication skills: Ability to communicate clearly and professionally, both verbally and in written communications. Proficiency in Microsoft Office Suite: Competency in Word, Excel, PowerPoint, and Outlook. Proficient in Canva preferred. Ability to work independently and as part of a team: Ability to take initiative and work collaboratively. Knowledge of Catholic school culture: Understanding of the Catholic faith and the school's mission.
Bachelor's degree preferred. Competitive benefits & wages $20-$25 per hour.
