Executive School Administrative Assistant - Our Lady of Perpetual Help School - Vic. I

Executive School Secretary

The Archdiocese of Chicago Catholic schools serve more than 40,000 students in 150+ elementary and high schools in Cook and Lake counties. It is one of the largest private school systems in the United States. Its schools have received 96 Blue Ribbon awards from the U.S. Department of Education over the past 10 years.

The Executive School Secretary plays a key role in maintaining a professional, organized, and welcoming school office environment that reflects the mission and values of Our Lady of Perpetual Help School. This position serves as the first point of contact for students, families, faculty, staff, and visitors while providing high-level administrative support to the Principal, Assistant Principals, and leadership team.

Serves as the Principal's executive administrative partner by anticipating needs, managing priorities, coordinating schedules and projects, and exercising independent judgment in support of school leadership.

The Executive School Administrative Assistant is responsible for coordinating daily office operations, maintaining confidential records, supporting school procedures, overseeing administrative processes, and ensuring the efficient and professional functioning of the school office. This position requires excellent communication skills, strong organizational abilities, sound judgment, and a commitment to providing exceptional service to the OLPH community.

Essential Duties and Responsibilities

Office Services

• Warmly greets and assists all visitors, families, students, and staff in a professional and welcoming manner.
• Serves as the first point of contact for the school office, creating a positive experience for all members of the OLPH community.
• Interacts with parents, students, faculty, and staff with tact, discretion, courtesy, and professionalism.
• Monitors visitor access and issues visitor passes according to school safety procedures.
• Answers incoming phone calls and routes calls appropriately.
• Responds promptly and professionally to inquiries from students, parents, staff, and community members.
• Maintains accurate, organized, and efficient electronic and manual filing systems.
• Manages incoming and outgoing correspondence, emails, and faxes.
• Maintains confidentiality of student, family, and personnel information.
• Manages and maintains student information databases and records.
• Orders materials and supplies for administrative use.
• Creates and prepares booklets, materials, and resources for Sacraments, Liturgies, Prayer Services, and other school events.

Administrative Support and Office Operations

• Provides administrative support to the Principal, Assistant Principals, and leadership team.
• Prepares reports, correspondence, documents, and materials for school administrators.
• Supports the Principal and administrative team in daily operations and responsibilities.
• Coordinates weekly office projects, priorities, and tasks while providing direction and support to office staff.
• Develops, updates, and implements office procedures and systems to improve efficiency and effectiveness.
• Coordinates substitute coverage for staff absences and planned leave.
• Maintains and updates staff attendance records.
• Trains office staff on equipment, procedures, and office protocols.
• Supervises, supports, and collaborates with office staff to ensure effective daily operations.
• Assists with office staff meetings and administrative planning.
• Performs other duties and responsibilities as assigned by the School Principal.

Admissions and Enrollment Responsibilities

• Serves as a welcoming representative of Our Lady of Perpetual Help School for prospective families.
• Responds promptly and professionally to admissions inquiries.
• Supports prospective families throughout the admissions process.
• Manages student records, applications, and enrollment information within the admissions database.
• Supports accepted families through registration and enrollment procedures.
• Communicates key onboarding information to new families, including uniforms, technology requirements, orientation, and other important school procedures.
• Assists with enrollment initiatives and activities that support the continued growth of the OLPH community.

Qualifications

• Excellent communication, interpersonal, and listening skills
• Strong organizational skills with the ability to manage multiple responsibilities and priorities.
• Experience with database management and maintaining accurate records.
• Proficiency with Microsoft Word, Excel, and Google Workspace.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
• Bachelor's degree or equivalent professional experience preferred.
• Demonstrated experience providing administrative support in a school environment
• Warm, welcoming, and professional demeanor with students, families, and visitors.
• Ability to work collaboratively with administrators, faculty, staff, students, and families.
• Demonstrates professionalism, discretion, and commitment to supporting the mission and values of Our Lady of Perpetual Help School.

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has an annualized salary range of $50,000.00 - $55,000.00. An employee's pay within the salary range will be based on many factors including but not limited to relevant education, qualifications, experience, skills, geographic location, and organizational needs.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.