Executive School Secretary

Welcome; Michigan; On-site; USD 38,000 - 48,000; Full time

Job summary

St. Thomas Aquinas School in East Lansing seeks an Executive School Secretary for the 2026-2027 school year.

The role provides high-level administrative support to the principal and school staff, manages attendance records, communications, scheduling, and enrollment processes, and coordinates meetings and events. The selected candidate will demonstrate strong organizational skills, proficiency with Microsoft Office and Google products, confidentiality with student records, and the ability to

Qualifications

• Associate’s degree or 2-year degree preferred.
• Minimum of 2 years’ experience in an executive support role.
• Confidentiality with student, family, and teacher records.
• Virtus Training for a Safe Environment and a background check.
• CPR and AED certification.
• Familiar with FACTS Student Information System or similar database.
• Church familiarity: knowledge of Catholic Church organization is preferred.

Responsibilities

• Answer telephones and provide information to callers, take messages, or transfer calls.
• Open, read, route, and distribute incoming mail; respond to routine letters.
• Greet visitors or callers and direct them to appropriate people.
• Proficient with Microsoft Office Suite and Google products.
• Operate office equipment and coordinate repairs when needed.
• Set up and manage filing systems; maintain attendance records and correspondence.
• Coordinate and manage electronic mail and information flow with teachers and families.
• Schedule and confirm appointments for principal, teachers, and prospective employees.
• Maintain school calendars and coordinate events and meetings.
• Enter information into databases and process payroll-related data.

Skills

Microsoft Office

Google Workspace

Administrative support

Communication

Attention to detail

Education

Associate degree or equivalent

Tools

FACTS SIS

Job description

St. Thomas Aquinas School in East Lansing is seeking a Executive School Secretary for the 2026-2027 school year.

OUR MISSION & MOTIVATION

Guided by Christ’s teachings, students at St. Thomas Aquinas Parish School receive a robust Catholic education focused on academics, faith, and service. Supported by our school and parish communities, Catholic values are instilled in everything we do, for today’s scholars are tomorrow’s saints.

JOB SUMMARY:

The school secretary must provide high-level support by performing routine administrative functions such as collecting attendance records, receiving visitors, proving information to callers, arranging substitute teachers, scheduling meetings and events, handling information requests, ordering curriculum and using various databases.

PRIMARY RESPONSIBILITIES include but are not limited to:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate people according to their needs.
• Proficiency in using Microsoft Office Suite and Google.
• Operate office equipment, such as copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Learn to operate new office technologies as they are developed and implemented.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with teachers, parents, and other organizations.
• Schedule and confirm appointments for principal, teachers and perspective employees.
• Maintain scheduling and event calendars for the school.
• Create, maintain, and enter information into databases.
• Complete forms in accordance with school, parish, and diocesan policies.
• Manage application and enrollment including touring perspective families.
• Conduct searches to find needed information, using such sources as the Internet.
• Review work done by others to check for correct spelling and grammar and recommend revisions.
• Train and assist staff with computer usage.
• Order and dispense supplies.
• Provide services to teachers for books, curriculum and supply orders
• Arrange travel reservations for office personnel, teachers and classes.
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
• Manage projects and work well with other groups in the school.
• Mail newsletters, promotional material, or other information.
• Coordinate and direct office services, such as records, departmental finances, and housekeeping, to aid teachers and students.
• Process payroll information such as collecting timesheets, substitute timesheets, part-time employee timesheets and tracking the teacher PTO, sick days, and professional development.
• Arranging for substitutes for staff members who are absent.
• Thinking creatively to improve operations and workflow.
• Assisting and caring for others: students who do not feel well, have been injured, etc.

Requirements

• Associate’s degree or other 2-year degree preferred.
• Minimum of 2 years’ experience in an executive support role.
• Confidentiality with student, family, and teacher records.
• Virtus Training for a Safe Environment and a background check.
• CPR and AED certification.
• Familiar with FACTS Student Information System or similar database.
• Church Familiarity: Knowledge of Catholic Church organization is required. Parish ministry experience and being a practicing Catholic are highly preferred.
• Traits: Positive and professional demeanor, strong organizational skills, flexibility, exceptional communication and enjoy working with students.