Administrative Assistant for the Superintendent of Schools

Catholic Schools in the Archdiocese of New York•New York, NY

7d•Onsite

About The Position

Reporting to the Deputy Superintendent, the position provides administrative support to the Deputy Superintendent and the Associate Superintendent of Operations & Planning and serves as the receptionist for the Office of the Superintendent of Schools. This role is crucial for managing office operations, handling communications, coordinating meetings, and maintaining important records. The Administrative Assistant will also be responsible for accounts payable processing, check/cash deposits, and staff expense reports for multiple departments and regional offices, acting as a liaison for special events and assisting with various projects.

Requirements

Bachelor's Degree required.
Four years of similar senior-level administrative work experience.
Proficient in Microsoft Office Suite - Word, Excel, PowerPoint, Outlook 365.
Excellent oral and written communication skills.
Strong interpersonal, analytical, and problem-solving skills.
Willingness to be trained or take necessary classes to learn new technology.
Professional, reliable, discreet, and professionally dressed at all times.
Manage sensitive information with a high degree of confidentiality.
Ability to anticipate conflicts and challenges in projects and proactively propose solutions.

Nice To Haves

Bilingual in English and Spanish preferred.
Knowledge of Catholic schools/education preferred.

Responsibilities

Assist the Deputy Superintendent and the Associate Superintendent of Operations and Planning in managing all operations related to the office.
In the absence of the Executive Assistant and Office Manager, compile, screen, and date stamp incoming correspondence for the Superintendent's review.
Manage the Superintendent's phone line, providing polite, professional, and prompt direction to the appropriate parties for resolution, and retrieving voicemail.
Perform all receptionist duties, including full coverage of the reception desk, answering telephone lines, coordinating visitors with the Security Desk, providing necessary information for building entry, communicating pertinent details to visitors, and welcoming them upon arrival.
Prepare information and coordinate meetings for the Deputy Superintendent and the Associate Superintendent of Operations and Planning, including recording official notes and monitoring task completion.
Oversee and manage all communications, clerical, and administrative duties, including coordination of phone lines, screening calls and visitors.
Prepare correspondence (electronic/paper) and maintain current records.
Create Word documents and Excel spreadsheets for various projects.
Maintain official office directories and manuals, including School Handbooks, Policies and Guidelines Manuals, School Directory, internal DOE cell phone list, DOE extension list, and DOE birthday list.
Ensure the cleanliness and organization of the kitchenette and reception areas.
Under the direction of the Associate Superintendent for Operations and Planning, manage accounts payable processing, check/cash deposits, and staff's personal expense report processing for six internal departments and five external regional offices.
Serve as a liaison for the Office regarding special events.
Work with other staff members on projects as needed.
Complete other special projects and duties, as assigned.