Executive Administrative Assistant to the Principal, Northfield

New Trier Township HSD 203•Northfield, IL

2d•Onsite

About The Position

The Executive Administrative Assistant to the Principal, Northfield Campus, provides high-level, independent administrative and operational support that enables the Principal’s Office to function effectively and responsively. The role manages complex workflows, communications, records, events, and technology-supported processes in service of staff, students, families, visitors, and district leadership. The employee uses sound judgment, discretion, and initiative to anticipate needs, resolve routine matters, and ensure timely follow-through so the Principal can focus on instructional leadership, student success, and campus operations. The position provides executive administrative, operational, and project-management support to the Principal. It serves as a trusted point of contact for internal and external stakeholders, manages information and competing priorities with discretion, and independently coordinates work that supports daily campus operations. The employee maintains accurate electronic and paper records, prepares and distributes communications and reports, supports district and campus initiatives, and improves administrative workflows using district-approved digital tools. The position requires the highest level of confidentiality regarding sensitive student, family, staff, legal, evaluation, and other campus information. The role supports executive office operations, campus projects and events, digital systems, data and communications, and administrative financial and professional activities. It also performs other duties as assigned to ensure the efficient and effective functioning of the Northfield Campus Principal’s Office.

Requirements

Three to five years of experience providing high-level administrative support to a senior executive, school leader, or comparable leadership team.
Demonstrated ability to independently manage complex calendars, projects, events, records, and communications in a fast-paced environment.
Proficiency with Microsoft 365, Google Workspace, and district information and learning-management systems, with the ability to learn and adapt to new digital platforms quickly.
Ability to handle confidential and sensitive information with sound judgment, professionalism, and discretion.
Exceptional organizational, project-management, and follow-through skills, including the ability to prioritize competing demands and meet deadlines with minimal supervision.
Strong digital literacy, including the ability to create polished correspondence, presentations, spreadsheets, reports, forms, and accessible communications using district-approved technology.
Ability to organize, analyze, and present information and data in clear, usable formats to support campus planning, reporting, and decision-making.
Ability to use district-approved technology, including automation and AI-enabled tools when appropriate, responsibly and securely to improve workflow efficiency, drafting, and information management.
Knowledge of electronic records management, data privacy, and secure information-sharing practices.
Sound judgment and ability to assess urgency, anticipate needs, resolve routine issues, and determine when matters require the Principal’s attention.
Exemplary interpersonal, written, and oral communication skills, including tact, diplomacy, cultural competence, and professionalism with diverse stakeholders.
Flexibility, resourcefulness, attention to detail, and ability to maintain composure and accuracy amid frequent interruptions and changing priorities.

Nice To Haves

Associate’s or Bachelor’s degree in business administration, education, communications, or a related field.
Experience in an educational setting.

Responsibilities

Work directly with the Principal to support daily work routines, priorities, and campus responsibilities.
Manage the Principal’s calendar, including meetings, appointments, travel, and campus events; evaluate requests, commit time as appropriate, and resolve scheduling conflicts.
Determine the priority of matters requiring the Principal’s attention, redirect or resolve matters when appropriate, and keep the Principal informed of time-sensitive issues and follow-up.
Serve as a liaison among the Principal, staff, students, families, visitors, and community members; receive and screen calls and visitors, provide information, resolve routine questions, and direct matters appropriately.
Draft, edit, proofread, and format correspondence, reports, agendas, presentations, and other materials for internal and external audiences.
Maintain secure electronic and paper filing systems, directories, records, and correspondence in accordance with retention, access, and confidentiality practices.
Safeguard confidential information, including legal matters, state reports, faculty observation and evaluation information, staff concerns, and student and family records.
Coordinate, monitor, and communicate projects and programs led by the Northfield Campus Principal’s Office, including timelines, materials, stakeholder communications, logistics, and follow-up.
Support major campus events and initiatives, including freshman events and orientation, sender-school focus groups, the Borja Scholarship, Scale Review, Board of Education campus reports, opening-of-school events, student identification processes, parent programs, parent-teacher conferences, staff meetings, hallway supervision assignments, and the holiday luncheon.
Support incoming freshmen and their families by answering procedural inquiries, assisting with enrollment, organizing required documentation, coordinating incoming student events, and communicating procedures and event information to sender schools.
Collaborate with the IT team to communicate with incoming families and generate PowerSchool reports as needed; apply knowledge of enrollment procedures, course-selection guidelines, and the New Trier Program of Studies.
Manage and approve campus conference-room reservations through the district reservation system and coordinate facilities, technology, materials, and communications for meetings and events.
Maintain and distribute the Northfield Campus calendar of events, coordinating with NT Extension and other relevant district partners.
Plan and execute special projects, including Google Slides and Canva materials, financial spreadsheets, reports, forms, and agenda materials.
Maintain and update the Campus Connect Canvas homepage and the Principal’s webpage, ensuring content is accurate, current, accessible, and responsive to campus needs.
Use district-approved digital tools to improve office workflow, organize information, manage communications, create reusable templates, and support timely follow-up.
Prepare, organize, and analyze data and documentation for required state and federal reporting, campus reports, and other administrative requests.
Support the Principal in developing clear, audience-appropriate presentations and communications for staff, families, district leadership, and community stakeholders.
Identify practical opportunities to streamline administrative processes and recommend solutions that improve accuracy, service, and operational efficiency.
Facilitate and track approvals for staff professional development, including conference and meeting attendance requests for department leadership and presenters.
Track budget expenditures; reconcile Principal accounts, purchase-card statements, and professional-development expenses; and prepare supporting documentation and reports as requested.
Maintain professional memberships and educational subscriptions for the Principal’s Office.
Handle routine office-support tasks such as mail and package handling, copying, printing, and supply coordination while maintaining an organized and responsive office environment.
Participate in professional learning related to job responsibilities, emerging technology, administrative practices, and district systems.
Perform other duties as assigned to support effective operation of the Northfield Campus Principal’s Office.