Administrative Assistant to the Principal

Grade 2, Non-Exempt, 12-month position (40 hours per week). Usual hours are 7:30 AM to 4:00 PM, with occasional work on weekends and/or evenings. Non-duty days align with the teaching staff calendar.

About the role

The Administrative Assistant to the Principal provides high-level administrative support to the Principal, assisting with the management of communications, schedules, meetings, projects, and day-to-day priorities. This position ensures the principal’s office operates effectively and efficiently in keeping with the school's mission.

Responsibilities

• Supports the Principal with phone calls, appointment records, meeting scheduling, and communication.
• Manages the principal’s schedule, priorities, meeting preparation, setup, record-keeping, and minutes.
• Handles incoming and outgoing correspondence, including creating, formatting, producing, and editing written materials.
• Tracks credit card expenses, organizes the purchase order process, and processes mail.
• Develops and maintains relationships with faculty, staff, students, and parents.
• Initiates correspondence requiring an in-depth understanding of educational programs, school policies, and procedures.
• Serves as the administrative lead for yearly forms (e.g., NCEA, Diocesan, Accreditation) and assists with WCEA & AdvancEd Accreditation Review.
• Maintains and updates filing systems and materials.
• Prepares for School Advisory Board meetings, including agendas, room setup, note-taking, minutes, and tracking items.
• Maintains the school administrator’s dashboard.
• Organizes and maintains files for the Principal, including personnel files, Safe Environment records, accident reporting, and school files.
• Coordinates Safe Environment Training, tracking requirements and communicating with faculty, staff, students, and volunteers.
• Tracks teacher certification requirements, renewal deadlines, and other requirements (e.g., SET, Fingerprint cards, Kino Certification).
• Records solicitation activity, donor stewardship, gift tracking, acknowledgment, and pledge redemption.
• Provides documentation for Professional Development offered on campus.
• Supports school administrators and staff with the annual review and audit of record retention.
• Provides backup assistance to office staff in greeting visitors, answering phones, and assisting students and staff as needed.
• Performs other job-related tasks as assigned by the Principal.

Requirements

• Active practicing Roman Catholic in full communion with the Church.
• Excellent communication skills with both children and adults, including positive verbal and written expression.
• Ability to understand and clearly articulate the mission of Catholic schools, particularly St. John Paul II Catholic High School.
• 3-5 years of administrative or executive support experience.
• Proficiency in spoken and written Spanish is a plus.
• Strong initiative, creativity, organizational and problem-solving skills, with attention to detail.
• Ability to maintain confidentiality.
• Experience answering questions about Catholic education and teachings.
• Event planning experience; self-starter with strong attention to detail.
• Good judgment in handling diverse personalities and emerging situations; active listening and observational skills.
• Professional appearance and demeanor.
• Ability to work cooperatively with others using effective interpersonal communication.
• Experience with Microsoft and Google platforms (email, word processing, spreadsheets, document sharing).
• Ability to lift and move boxes and materials (up to 40 pounds).
• Strong desire to serve.

About the employer

St. John Paul II Catholic High School is a college-preparatory, co-ed high school rooted in Jesus Christ. Opened in August 2018, the school offers a four-year liberal-arts and philosophy program. Students receive rigorous academic training while developing critical thinking about ethical and cultural issues. Led by the Dominican Sisters of Nashville, the faculty fosters a vibrant Catholic environment where students grow in their relationship with Christ and engage actively in His Church. The school features sports programs, service opportunities, daily prayer, and a house system to cultivate community and family spirit.

Benefits

Benefits provided per Diocese of Phoenix Benefit guidelines.