Administrative Assistant | Alliance for Catholic Education (ACE) Teaching Fellows

About the role

The Administrative Assistant plays a critical role in supporting the day-to-day operations of ACE Teaching Fellows and Educator Formation. Reporting to the ACE Associate Director of Operations, this position serves as a key partner to program leadership while helping coordinate communications, events, onboarding processes, scheduling, and administrative operations that support ACE teachers throughout their formation journey.

This role is ideal for someone who thrives in a fast-paced, mission-driven environment, enjoys managing multiple priorities, and takes pride in providing exceptional service and support to students, faculty, staff, and external partners.

Responsibilities

• Support ACE Teaching Fellows Leadership
• Manage complex calendars and scheduling needs
• Cover communications and mailings
• Support special projects and administrative initiatives
• Participate in regular team meetings and proactively track assigned tasks and priorities
• Support Daily Operations of ACE Teaching Fellows and Educator Formation
• Maintain program calendars and manage the ACE shared email account
• Respond to inquiries and ensure timely communication with appropriate team members
• Cover scheduling for ACE Teaching Fellows interviews
• Support onboarding processes for incoming ACE teachers, including:
• Reviewing and auditing cohort paperwork
• Covering background checks and safe environment training
• Registering ACE teachers for coursework
• Manage communication timelines across recruitment, academic, and pastoral formation teams
• Update website content as needed
• Cover logistics for ACE Teaching Fellows events and programming
• Manage travel, lodging, catering, meeting spaces, hospitality, materials, and event schedules
• Cover travel arrangements through Anthony Travel
• Reserve event spaces and coordinate audiovisual and campus service needs
• Secure and manage faculty summer housing
• Serve as a liaison with University departments and external partners including housing, transportation, catering, parking services, and hotels
• Other Duties as Assigned
• Provide administrative support for special projects and emerging priorities across ACE and the Institute for Educational Initiatives
• Contribute to a collaborative team environment that advances the mission of Catholic education and educational excellence

Qualifications

• Education: High school diploma or GED
• Experience: 3 to 4 years
• Degree Qualifications: Associate Degree or two years of college
• Skill Qualifications:
• 3-5 years of administrative, office management, or program coordination experience
• Proficiency with Google Suite applications including Google Calendar (including scheduling), Google sheets, Google docs, Google forms, and Google drive
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines
• Strong written and verbal communication skills and a commitment to exemplary service
• Ability to work independently, exercise sound judgment, and maintain confidentiality
• Attention to detail, accuracy in record-keeping, and reliability in task follow-through