Executive Administrative Assistant to the President

Walsh Jesuit High School; Cuyahoga Falls (OH); On-site; USD 27,552 - 52,348; Full time

Benefits offered by this job

Medical, dental, vision, life, and 401

401k with employer matching

Job summary

Walsh Jesuit High School seeks an Executive Administrative Assistant to the President to provide high-level administrative support and act as a trusted partner to the President, Board of Directors, and Senior Leadership. The role requires discretion, confidentiality, and diplomacy to ensure efficient operation of the President’s office.

The position manages calendars, communications, budgets, and documents; coordinates Board meetings, notes, and action items, and supports strategic priorities

Qualifications

• Associate's degree or equivalent is required.
• Five years of administrative or nonprofit experience preferred.
• Excellent interpersonal, organizational, and communication skills.
• Proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).
• Experience with CRM software such as Blackbaud is preferred.

Responsibilities

• Provide high-level administrative support to the President and leadership.
• Maintain President’s schedule with day-to-day and long-term planning.
• Coordinate meetings for Board of Directors and Senior Leadership Team; take notes and track actions.
• Prepare materials and communications; draft and proofread documents.
• Manage invoices and monthly finance reports and reconciliations.

Skills

Interpersonal skills

Organizational skills

Communication skills

Project management

Independent work

Education

Associate degree or equivalent

Bachelor's degree preferred

Tools

Microsoft 365 suite

CRM software

Blackbaud

Teams

Job description

Position: Executive Administrative Assistant to the President

Location: Cuyahoga Falls, OH

Job Id:360

# of Openings:1

Executive Administrative Assistant to the President

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.

Major Responsibilities

Executive Support & Office Management

• 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.

Relationship Management & Community Engagement

• 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.

Scheduling, Coordination & Communication

• 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.

Strategic & Organizational Support

• 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.

Faith Formation

• 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.

Core Qualifications

• 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.

Compensation and Benefits

This full-time 12-month position offers a competitive hourly rate along with excellent benefits including medical, dental, vision, life, disability insurance and 401k plan with matching contribution.

About Walsh Jesuit High School

As a Catholic School in the Jesuit tradition, Walsh Jesuit High School has been educating “Men and Women for and with Others” for more than 60 years. Walsh Jesuit held its first classes in 1965 and continues to reach beyond academic excellence to develop competence, conscience, and compassion within its students while teaching them to actively engage with their community as men and women for and with others. Candidates are encouraged to visit the Walsh Jesuit website (www.walshjesuit.org ) to learn more about the transformational impact of WJ.

Employment Philosophy

Consummate with its mission, the school strives to develop a community that is appropriately representative of the diversity of society. As an equal opportunity employer, Walsh Jesuit High School is committed to a diverse workforce.