Executive Assistant to the Principal

Executive Assistant to the Principal Flintridge Sacred Heart Academy Employment Type: Full-Time, 12 Months FLSA Status: Non-Exempt Position Summary Flintridge Sacred Heart Academy (FSHA) is seeking a highly organized, proactive, and professional Executive Assistant to serve as the primary administrative partner to the Principal. This role provides high-level executive support by managing the Principal’s daily operations, coordinating communications, overseeing complex scheduling, supporting academic and school-wide initiatives, and ensuring the efficient functioning of the Principal’s Office. The ideal candidate is a strategic thinker with exceptional organizational skills, excellent judgment, and the ability to anticipate needs in a fast-paced educational environment. This individual exercises the highest level of discretion, builds strong relationships across the school community, and embraces FSHA’s Catholic, Dominican mission of educating young women. Essential Qualifications Bachelor’s degree or equivalent combination of education and experience preferred. Minimum of five years of executive-level administrative support experience, preferably in education or a nonprofit setting. Exceptional organizational, project management, and time management skills. Outstanding written, verbal, and interpersonal communication skills. Demonstrated ability to manage multiple priorities with accuracy and professionalism. High level of discretion and ability to handle confidential information appropriately. Advanced proficiency in Google Workspace, Microsoft Office Suite, and other office technologies. Strong initiative, sound judgment, and problem‑solving abilities. Commitment to providing outstanding customer service to students, families, faculty, staff, and visitors. Who You Are You support and uphold the Catholic, Dominican mission and values of Flintridge Sacred Heart Academy. You are emotionally intelligent, adaptable, and collaborative. You anticipate needs and proactively identify solutions. You communicate with professionalism, warmth, and attention to detail. You thrive in a dynamic environment where priorities may shift throughout the day. You maintain confidentiality and composure when handling sensitive matters. You approach your work with a servant‑leadership mindset and a commitment to excellence. Essential Duties and Responsibilities Executive Support Manage the Principal’s calendar, appointments, meetings, and priorities to maximize efficiency and effectiveness. Prepare correspondence, reports, presentations, agendas, and briefing materials on behalf of the Principal. Draft and distribute communications to faculty, staff, students, and families as directed. Screen calls, emails, and visitors, responding independently when appropriate and redirecting or escalating matters as needed. Maintain confidential personnel, student, and administrative records with the highest level of discretion. Meet regularly with the Principal to review priorities, upcoming events, and ongoing projects. Support facilities check‑out for faculty. Support bridge between the student programs and Marketing and Communications in identifying and organizing opportunities for coverage. Organize final exam schedule and exam collection with support of the Testing Coordinator. Meeting & Project Coordination Coordinate administrative meetings, faculty meetings, and leadership meetings, including agendas, logistics, minutes, and follow‑up items. Reserve meeting spaces and coordinate technology, catering, and materials as needed. Support school improvement initiatives and special projects led by the Principal. Track deadlines and ensure timely completion of recurring reports and assignments. Work with Parent Group leaders to support volunteer management and Parent Group events and support. Academic & School Operations Support Assist with planning and coordination of major academic and school events, including awards ceremonies, commencement‑related activities, faculty meetings, and other Principal‑led programs. Oversee and direct coordination of Teacher Appreciation Week, Graduation, Back to School Night, Senior Awards, Spring New Family Welcome and other events. Coordinate recognition efforts for student academic achievements and faculty or staff milestones as assigned. Coordinate faculty gifts at holidays, work with the Parent Guild to coordinate holiday parties. Lead annual calendar planning processes in coordination with the AP of Student Life; maintain key school calendars and scheduling documents. Assist with surveys, data collection, and reporting to support school initiatives and accreditation or association requirements. Collaborate with administrative departments to ensure smooth execution of projects and events. Communications & Community Engagement Serve as a professional and welcoming representative of the Principal’s Office. Build positive relationships with faculty, staff, students, families, trustees, alumnae, and community partners. Coordinate communications and follow‑up on behalf of the Principal. Assist with presentations, publications, and internal communications as needed. Collect content for the Community Newsletter, collaborating with the Marketing and Communications office to produce the weekly newsletter for families. Administrative Excellence Create and improve office procedures that enhance efficiency and organization. Maintain organized electronic and physical filing systems. Maintain memberships to organizations on behalf of the school. Update rosters and support login for community members. Order supplies and coordinate administrative resources for the Principal & Faculty. Provide backup administrative support to other school offices when appropriate. Perform additional duties and special projects as assigned, recognizing that responsibilities may evolve to meet the needs of the Academy. Compensation & Benefits FSHA offers a competitive full‑time hourly range of $30.00 - $35.00 commensurate with experience and qualifications. Full‑time employees are eligible for a comprehensive benefits package, including: Generous paid days off for holidays, personal days, and sick time 100% employer‑paid long‑term disability, AD&D, and life insurance Professional development reimbursement 403(b) retirement plan with 5% employer contribution after one year Medical, dental, and vision insurance with shared premium costs Free lunch provided daily A welcoming, collaborative work environment on a beautiful hilltop campus in La Cañada Physical Requirements While performing the duties of this position, the employee is regularly required to work at a computer workstation, communicate effectively in person and by telephone, and move throughout campus to attend meetings and events. The employee may occasionally lift or move items weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Commitment to Diversity and Inclusion Diversity is a vital element of Flintridge Sacred Heart Academy’s mission. We seek to create and sustain a vibrant, inclusive community that honors the dignity and uniqueness of every individual as part of the diversity of God’s creation. FSHA is committed to fostering a culture of belonging, respect, and equity. Equal Opportunity & Fair Chance Employer Flintridge Sacred Heart Academy is an equal opportunity employer and evaluates all applicants without unlawful consideration of race, color, age, religion, gender, marital status, disability, veteran status, or any other characteristic protected by law. In accordance with California’s Fair Chance Act, FSHA will consider qualified applicants with criminal histories in a manner consistent with applicable laws. Reasonable accommodations are available throughout the hiring process. Applicants requiring assistance may contact View email address on click.appcast.io . California Compliance Notice In accordance with California law (Education Code §44939.5, as amended by SB 848), applicants for positions with educational institutions are required to disclose all current and former employment with California educational institutions. Any offer of employment will be contingent upon the completion of required employment verifications. #J-18808-Ljbffr