Main Office Administrative Assistant

ABOUT US:

St. Joseph's Collegiate Institute, the premier college-prep school for young men in Western New York, is committed to providing a holistic education rooted in the teachings of St. John Baptist de La Salle, for young men of all backgrounds.

POSITION SUMMARY:

The Main Office Administrative Assistant for St. Joseph’s Collegiate Institute provides high-level administrative support to the President, Principal, and Board Chair/Board of Trustees while assisting in the efficient operation of the Main Office. This individual assists with substitute coverage, correspondence, meeting preparation, recordkeeping, and special projects while serving as a key organizational resource for school leadership. The Main Office Administrative Assistant works collaboratively with faculty, staff, trustees, students, and families to support the overall mission and daily operations of St. Joe’s in a professional, confidential, and service-oriented manner.

REPORTS TO: President & Principal

KEY RESPONSIBILITIES:

1. Support the administrative operations of the President and Principal.

• Manage calendars, appointments, and scheduling for the President and Principal.
• Prepare correspondence, reports, presentations, and other administrative documents.
• Assist in coordinating leadership meetings and school-wide administrative initiatives.
• Prepare agendas, meeting materials, and follow-up documentation for leadership meetings.
• Support the President and Principal with special projects and strategic initiatives.

2. Support the Board of Trustees and board committee operations.

• Coordinate logistics, scheduling, and communications for Board of Trustees meetings.
• Prepare and distribute board agendas, materials, minutes, and supporting documentation.
• Maintain confidential board records and files.
• Assist with trustee correspondence and follow-up communication.
• Support the onboarding and organization of new trustee materials and orientation resources.

3. Manage administrative office systems and records.

• Maintain confidential personnel, student, and administrative records in accordance with school policies.
• Assist with maintaining and updating school databases and administrative systems.
• Assist with incoming and outgoing mail, deliveries, and internal communications.
• Assist with the preparation and distribution of school calendars, handbooks, and publications.
• Assist the principal with the management of federal Title funding.
• Complete required yearly state and federal reports in a timely manner.
• Order and maintain office supplies and support operational efficiency within the Main Office.

4. Support school operations and institutional events.

• Collaborate with faculty, staff, and school leadership to support daily school operations.
• Provide administrative support for school events, meetings, and special programs.
• Assist the VP for Academics with daily substitute assignments.
• Process faculty professional development hours for reimbursement.
• Assist with communication to parents, alumni, faculty, and staff as directed by school leadership.
• Coordinate hospitality and logistics for board meetings, donor events, and leadership functions.
• Serve as a professional and welcoming representative of St. Joseph’s Collegiate Institute in all interactions.

METRICS AND DELIVERABLES

• Maintain organized and efficient administrative systems for the President, Principal, and Board of Trustees.
• Ensure timely preparation and distribution of board and leadership meeting materials.
• Maintain accurate and confidential records and files.
• Support efficient communication and workflow across the school’s leadership structure.
• Demonstrate professionalism, discretion, responsiveness, and strong organizational skills in all responsibilities.

MINIMUM QUALIFICATIONS

• Associate’s or Bachelor’s degree preferred
• Three to five years of administrative support experience preferred, ideally in an educational or nonprofit setting
• Exceptional organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage confidential information with professionalism and discretion
• Proficiency in Google Workspace, Microsoft Office, and office management systems
• Familiarity with PowerSchool is preferred.
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Commitment to the mission and values of St. Joseph’s Collegiate Institute

WORKING CONDITIONS:

• Full-time, 12-month position, in-person
• Occasional evening work required for Board of Trustees meetings and special events
• Reduced summer hours

CLASSIFICATION: Non-Exempt

APPLICATION PROCESS:

• To apply for the position of Main Office Administrative Assistant, please submit a resume and cover letter to Chris Fulco, President, at View email address on jobs.institutedata.com. Applications will be reviewed on a rolling basis until the position is filled.

Pay: $35,000.00 - $50,000.00 per year

Work Location: In person