Executive Administrative Assistant to the President

Catholic School in Cuyahoga Falls•Cuyahoga Falls, OH

2d•Onsite

About The Position

Walsh Jesuit High School is seeking a dedicated Executive Administrative Assistant to provide high-level administrative support and to serve as a trusted partner to the school’s President, and by extension, the Board of Directors and Senior Leadership. Operating with a high degree of discretion, confidentiality and diplomacy, the Executive Administrative Assistant to the President plays a vital role in ensuring the efficient operation of the President’s office by supporting school initiatives, communications, and strategic priorities. This vital role manages communications, stewardship activities, calendars, expenses, budgets, and documents for the President and Board of Directors. The Executive Administrative Assistant schedules and coordinates activities for the Board of Directors and Senior Leadership Team, such as regular meetings, special retreats, and other initiatives and projects. This is a full-time 12-month position with flexible hours during non-academic periods of the calendar year.

Requirements

Demonstrate a passion for people and the mission of Walsh Jesuit High School.
Associate's degree or equivalent, Bachelor’s degree a plus
At least (5) five years of administrative, non-profit, or other business experience, required
Excellent interpersonal, organizational, and communication skills
Skilled in aspects of planning and project management
Highly proficient with Microsoft 365 products, specifically Outlook (email and calendar), Word, Excel, PowerPoint, SharePoint, and Teams.
Skilled in facilitating virtual and hybrid meetings (Teams, Zoom)
Proficient with CRM software, experience with Blackbaud preferred
Ability to work independently, multi-task, identify priorities and meet deadlines
Takes pride in thorough, accurate, and high-quality work
Ability to demonstrate a high level of tact, discretion and diplomacy with all internal and external community members including high level maintenance of confidential/sensitive information.
Practicing Christian who embraces Catholic spirituality and values.

Nice To Haves

Bachelor’s degree a plus

Responsibilities

Perform administrative and secretarial assignments for the President and serve as the lead administrative support person for the school
Maintain and manage the President’s schedule, including day-to-day and long-term planning of meetings, projects, and priorities
Work with the President to schedule, manage logistics for, and support meetings and activities of Leadership Team.
Take notes and track meeting outcomes and action items for follow-up.
Proactively assist the President with preparation for and follow-up to engagements and commitments.
Work closely with internal teams to ensure the President is well-prepared and resourced for all meetings and events.
Coordinate arrangements and serve as the point of contact for hosting the President’s guests.
Create and maintain organized filing systems, contact lists, calendars, and electronic databases
Manage invoices and routine administrative tasks as assigned, including the timely and accurate preparation of monthly finance and credit card reports and reconciliations.
Ensure that records are properly maintained.
Create a warm, professional, confidential environment and provide high quality service and assistance to all school community members including board members, students, parents, alumni, teachers, staff, administrators, and visitors to the President’s office.
Serve as the first point of contact for a wide-variety of high-level relationships between the President and external contacts.
Work with the Development team to track, prompt, and support the President in portfolio management and donor communications.
Schedule and coordinate all meetings, including prioritizing requests and communicating relevant details to participants
Handle phone, email, and written correspondence; respond to inquiries, resolve issues, and direct communication as an extension of the President.
Assist in the preparation of reports, slide decks, and other communications.
Draft, edit, and proofread clear written materials, including internal announcements, reports, presentations, correspondence, and other communications, ensuring alignment with organizational tone and messaging.
Work with President to manage all aspects of Board of Directors and committee meetings and activities, including annual scheduling, meeting planning, communications, minutes, and record-keeping.
Coordinate special projects including events, presentations, tours, and other engagement efforts of the President.
Coordinate with colleagues throughout the school on projects as needed.
Manage travel arrangements for President and Senior Leadership.
Work with senior leadership to collect, organize, and assemble information for board meetings, presentations, special projects, and strategic planning initiatives
Coordinate special acknowledgements and stewardship efforts on behalf of the President’s office
Facilitate and monitor key relationships by maintaining contact databases and ensuring timely follow-up
Ability to function well in a high-paced environment; performing projects and duties as assigned, including event planning assistance as time permits.
Embrace, display, and support Catholic/Christian values and spiritual formation.
Regular participation in Ignatian formation activities including the school’s formal formation program, school masses, retreats, and other activities/events as scheduled.