Executive Administrative Assistant to the Principal

Salpointe Catholic High School; Tucson (AZ); On-site; USD 52,000 - 72,000; Full time

Job summary

Salpointe Catholic High School is seeking an Executive Administrative Assistant to support the Principal with a proactive, service-oriented approach. The role involves managing a complex calendar, coordinating meetings, drafting communications, and maintaining strict confidentiality across student, staff, and family matters.

The ideal candidate will be highly organized, discreet, and proficient in Google Workspace, with 3–5 years of progressive administrative experience.

Qualifications

• High school diploma or equivalent is required; associate’s degree or higher preferred.
• Minimum of 3–5 years of progressive administrative or executive support experience.
• Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive, Slides, and Forms).
• Ability to maintain confidentiality with professionalism and discretion.
• Excellent written and verbal communication, strong organizational skills, and multitasking.
• Professional demeanor and ability to interact with students, parents, staff, and community.
• Ability to coordinate travel and manage scheduling logistics independently.

Responsibilities

• Manage principal's complex calendar and meetings.
• Screen communications and draft correspondence for the Principal.
• Maintain confidentiality in student, personnel, and school matters.
• Prepare meeting agendas, take minutes, follow up on actions.
• Assist with record-keeping and filing systems.
• Manage monthly credit card reconciliations with Business Office.
• Coordinate faculty travel and professional development logistics.
• Support school communications, events, accreditation, and PD coordination.
• Collaborate with stakeholders to promote a welcoming Catholic environment.
• Assist with federal Title funds documentation and reporting.
• Anticipate administrative needs and improve office efficiency.
• Perform other duties as assigned.

Skills

Google Workspace

Calendar management

Confidentiality

Communication skills

Organization

Time management

Education

High school diploma

Associate degree

Tools

Student information systems

Travel booking tools

Job description

Position Title: Executive Administrative Assistant to the Principal

FLSA Status: Exempt

Full-time/Part-time: Full-time

Benefits Eligible: Yes

Reports to: Principal

Position Overview

Salpointe Catholic High School is seeking a highly organized, professional, and mission-driven Executive Administrative Assistant to provide administrative and operational support to the Principal. This position plays an important role in ensuring the efficient daily operations of the Principal’s office while supporting faculty, staff, students, and families.

The ideal candidate is proactive, detail-oriented, resourceful, and able to manage multiple priorities with professionalism and discretion. Strong communication skills, sound judgment, and proficiency in Google Workspace are essential. Experience supporting federal Title programs and funding is a plus.

Key Responsibilities

• Provide executive administrative support to the Principal, including managing a complex calendar, scheduling meetings, coordinating appointments, and prioritizing daily workflow.
• Screen and manage incoming communications, including phone calls, emails, mail, and in-person visitors. Draft, edit, and prepare professional correspondence, reports, and other documents on behalf of the Principal.
• Maintain strict confidentiality regarding sensitive student, personnel, family, and school-related matters, exercising discretion, professionalism, and sound judgment in all communications and interactions.
• Prepare meeting agendas, take accurate minutes, organize meeting materials, and follow up on action items to support effective communication and accountability.
• Assist with record-keeping, digital and physical filing systems, personnel documentation, and compliance-related reporting.
• Manage monthly credit card reconciliations, including reviewing transactions, collecting and organizing receipts, verifying expenditures, and submitting accurate documentation to the Business Office in accordance with school financial procedures and deadlines.
• Coordinate travel arrangements for faculty and staff professional development, including researching and booking flights, hotel accommodations, and other travel logistics as needed.
• Complete off-campus errands and school-related tasks as needed, including picking up or delivering materials, purchasing supplies, and assisting with other operational needs that support the Principal’s office and school activities.
• Support school-wide communications, event planning, accreditation processes, faculty professional development coordination, and special projects as assigned.
• Collaborate with faculty, staff, parents, students, and external partners while promoting a welcoming, service-oriented environment consistent with the school's Catholic mission and values.
• Assist with administrative aspects of federal Title funds and programs, including documentation, reporting support, and coordination as needed.
• Anticipate administrative needs, identify opportunities to improve office efficiency, and take initiative in supporting the Principal and school leadership.
• Perform additional duties as assigned to ensure the smooth, efficient, and professional operation of the Principal’s office.

Required Qualifications

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Minimum of 3–5 years of progressive administrative or executive support experience.
• Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive, Slides, and Forms).
• Demonstrated ability to manage confidential information with professionalism, discretion, and sound judgment.
• Excellent written and verbal communication skills, strong organizational abilities, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor, positive attitude, and the ability to interact effectively with students, parents, faculty, staff, and community members.
• Strong initiative, adaptability, problem-solving skills, and a willingness to assist with a variety of administrative and operational responsibilities.
• Ability to coordinate travel arrangements, manage scheduling logistics, and complete time-sensitive assignments independently.
• Ability and willingness to complete off-campus, school-related errands as needed.
• Commitment to supporting the mission and values of Catholic education and contributing positively to a faith-based educational environment.
• Ability to pass required background checks, fingerprint clearance, and Safe Environment training as required by the Diocese and school.

Preferred Qualifications

• Familiarity with federal Title funds (Title I, II, IV, etc.), grant documentation, or related educational program administration.
• Experience with student information systems, accreditation processes, or school calendar coordination.
• Experience coordinating professional development activities, travel arrangements, meetings, or school events.
• Experience supporting senior leadership or managing administrative operations in a busy, service-oriented environment.