Executive Administrative Assistant to the Principal, Northfield

Executive Administrative Assistant to the Principal, Northfield Campus

Assignment: 12-month

Location: Northfield Campus

Supervisor: Principal, Northfield Campus

Occupational Group: Exempt

Salary Range: $60,000 - $85,000

Position Outcomes:

The Executive Administrative Assistant to the Principal, Northfield Campus, provides high-level, independent administrative and operational support that enables the Principal's Office to function effectively and responsively. The position manages complex workflows, communications, records, events, and technology-supported processes in service of staff, students, families, visitors, and district leadership. The employee exercises sound judgment, discretion, and initiative to anticipate needs, resolve routine matters, and ensure timely follow-through so that the Principal can focus on instructional leadership, student success, and campus operations.

General Responsibilities:

This position provides executive administrative, operational, and project-management support to the Principal, Northfield Campus. The employee serves as a trusted point of contact for internal and external stakeholders; manages information and competing priorities with discretion; and independently coordinates work that supports the daily operations of the campus. The employee maintains accurate electronic and paper records, prepares and distributes communications and reports, supports district and campus initiatives, and continuously improves administrative workflows through the effective use of district-approved digital tools. The position requires the highest level of confidentiality regarding sensitive student, family, staff, legal, evaluation, and other campus information.

Qualifications:

1. Associate's or Bachelor's degree in business administration, education, communications, or a related field preferred.
2. Three to five years of experience providing high-level administrative support to a senior executive, school leader, or comparable leadership team; experience in an educational setting preferred.
3. Demonstrated ability to manage complex calendars, projects, events, records, and communications independently in a fast-paced environment.
4. Proficiency with Microsoft 365, Google Workspace, and district information and learning-management systems; ability to learn and adapt to new digital platforms quickly.
5. Demonstrated ability to handle confidential and sensitive information with sound judgment, professionalism, and discretion.

Knowledge/Skills/Abilities:

• Exceptional organizational, project-management, and follow-through skills, with the ability to prioritize competing demands and meet deadlines with minimal supervision.
• Strong digital literacy, including the ability to create polished correspondence, presentations, spreadsheets, reports, forms, and accessible communications using district-approved technology.
• Ability to organize, analyze, and present information and data in clear, usable formats that support campus planning, reporting, and decision-making.
• Ability to use district-approved technology, including automation and AI-enabled tools when appropriate, responsibly and securely to improve workflow efficiency, drafting, and information management.
• Knowledge of electronic records management, data privacy, and secure information-sharing practices.
• Sound judgment and the ability to assess urgency, anticipate needs, resolve routine issues, and determine when matters require the Principal's attention.
• Exemplary interpersonal, written, and oral communication skills, including the ability to interact with diverse stakeholders with tact, diplomacy, cultural competence, and professionalism.
• Flexibility, resourcefulness, attention to detail, and the ability to maintain composure and accuracy amid frequent interruptions and changing priorities.

Position Expectations:

1. Executive Support and Office Operations
   1. Works directly with the Principal to support all aspects of the administrator's daily work routines, priorities, and campus responsibilities.
   2. Manages the Principal's calendar, including scheduling meetings, appointments, travel, and campus events; exercises discretion in evaluating requests, committing time, and resolving conflicts.
   3. Determines the priority of matters requiring the Principal's attention; redirects matters to appropriate staff or handles them independently when appropriate; and keeps the Principal informed of time-sensitive issues and required follow-up.
   4. Serves as a liaison among the Principal, New Trier staff, students, families, visitors, and community members by receiving and screening calls and visitors, providing accurate information, resolving routine questions, and directing matters appropriately.
   5. Drafts, edits, proofreads, and formats correspondence, reports, agendas, presentations, and materials for internal and external audiences on behalf of the Principal's Office.
   6. Maintains secure electronic and paper filing systems, directories, records, and correspondence; applies appropriate retention, access, and confidentiality practices.
   7. Maintains confidential and sensitive information, including legal matters, state reports, faculty observation and evaluation information, staff concerns, and student and family records.
2. Campus Projects and Event Coordination
   1. Coordinates, monitors, and communicates projects and programs led by the Northfield Campus Principal's Office, including timelines, materials, stakeholder communications, logistics, and follow-up.
   2. Supports major campus events and initiatives, including Freshman Go-to-School Night, Sender School Focus Groups, the Borja Scholarship, Scale Review, Board of Education campus reports, opening-of-school events, freshman orientation, student identification processes, parent programs, parent-teacher conferences, staff meetings, hallway supervision assignments, and the holiday luncheon.
   3. Support the transition of incoming freshmen by responding to procedural inquiries, assisting families with enrollment, organizing required documentation, helping coordinate incoming student events, and communicating procedures and event information to sender schools.
   4. Collaborate with the IT team to facilitate communications with incoming families and generate reports in Powerschool as needed.
   5. Requires knowledge of enrollment procedures, course selection guidelines, and the New Trier Program of Studies.
   6. Manages and approves campus conference-room reservations through the district reservation system and coordinates facilities, technology, materials, and communications for meetings and events.
   7. Maintains and distributes the Northfield Campus calendar of events, including coordination with NT Extension and other relevant district partners.
   8. Plans and executes special projects, including Google Slides and Canva materials, financial spreadsheets, reports, forms, and agenda materials.
3. Digital Systems Data and Communications
   1. Maintains, updates, and supports the Campus Connect Canvas homepage and the Principal's webpage, ensuring that content is accurate, current, accessible, and responsive to campus needs.
   2. Uses district-approved digital tools to improve office workflow, organize information, manage communications, create reusable templates, and support timely follow-up.
   3. Prepares, organizes, and analyzes data and documentation for required state and federal reporting, campus reports, and other administrative requests.
   4. Supports the Principal in developing clear, audience-appropriate presentations and communications for staff, families, district leadership, and community stakeholders.
   5. Identifies practical opportunities to streamline administrative processes and recommends solutions that improve accuracy, service, and operational efficiency.
4. Administrative Financial and Professional Support
   1. Facilitates and tracks the approval process for staff professional development, including conference and meeting attendance requests for department leadership and presenters.
   2. Tracks budget expenditures; reconciles Principal accounts, purchase-card statements, and professional-development expenses; and prepares supporting documentation and reports as requested.
   3. Maintains professional memberships and educational subscriptions for the Principal's Office.
   4. Completes routine office-support tasks as needed, including mail and package handling, copying, printing, and supply coordination, while maintaining a well-organized and responsive office environment.
   5. Participates in professional learning related to job responsibilities, emerging technology, administrative practices, and district systems.
   6. Performs other duties as assigned to ensure the efficient and effective functioning of the Northfield Campus Principal's Office.