Executive School Secretary

Diocese of Lansing•East Lansing, MI

About The Position

St. Thomas Aquinas School in East Lansing is seeking an Executive School Secretary for the 2026–2027 school year. Guided by Christ’s teachings, the school provides a robust Catholic education focused on academics, faith, and service, with Catholic values integrated into school life. The secretary provides high-level administrative support, including managing communications and records, supporting school staff and families, coordinating schedules and events, assisting with enrollment, and helping maintain effective office operations.

Requirements

At least two years of experience in an executive support role.
Maintain confidentiality of student, family, and teacher records.
Complete Virtus Training for a Safe Environment and a background check.
CPR and AED certification.
Knowledge of Catholic Church organization.
Positive and professional demeanor, strong organizational skills, flexibility, exceptional communication skills, and enjoyment of working with students.

Nice To Haves

Associate’s degree or other two-year degree preferred.
Familiarity with FACTS Student Information System or a similar database.
Parish ministry experience and being a practicing Catholic are highly preferred.

Responsibilities

Answer telephone calls, provide information, take messages, and transfer calls to appropriate individuals.
Open, read, route, and distribute incoming mail and other materials, and answer routine correspondence.
Greet visitors and callers, respond to inquiries, and direct them to appropriate people.
Use Microsoft Office Suite, Google tools, office equipment, phone systems, and databases; learn new office technologies and arrange equipment repairs when needed.
Set up and manage paper or electronic filing systems and maintain attendance records, correspondence, and other documents.
Operate electronic mail systems and coordinate information flow within the school and with teachers, parents, and other organizations.
Schedule and confirm appointments for the principal, teachers, and prospective employees; maintain school scheduling and event calendars.
Create, maintain, and enter information into databases, and complete forms according to school, parish, and diocesan policies.
Manage applications and enrollment, including touring prospective families.
Find information using sources such as the Internet.
Review others’ work for spelling and grammar and recommend revisions.
Train and assist staff with computer use.
Order and dispense supplies, and assist teachers with book, curriculum, and supply orders.
Arrange travel reservations for office personnel, teachers, and classes.
Coordinate conferences, meetings, and special events, including luncheons and graduation ceremonies.
Manage projects and collaborate with groups throughout the school.
Mail newsletters, promotional materials, and other information.
Coordinate and direct office services, including records, departmental finances, and housekeeping, to support teachers and students.
Process payroll information, including collecting employee and substitute timesheets and tracking teacher PTO, sick days, and professional development.
Arrange substitutes for absent staff members.
Identify creative ways to improve operations and workflow.
Assist and care for students who feel unwell or have been injured.