Executive Assistant to the Principal (Preschool-8th grade)

The Role: Executive Assistant to the Principal (Preschool-8th grade)

Location: Atherton, CA


About this opportunity

  • Position Title:                       P-8 Executive Assistant / Registrar

    Date Modified:                      December 2018

    FLSA Classification:            Nonexempt, 100%FTE, 11 month schedule of duties

    Reports To:                P-8 Principal

    Position Purpose:         Provides clerical and administrative support to the Principal, coordinates her schedule and is the first-line communicator on behalf of the P-8 administration.  Also administers the registration and withdrawal of students in the P-8.

    Essential Functions

    • Executive Assistant to Principal of the P-8; Manages correspondence, maintains the calendar for and relays information to the Principal of the P-8. 

    • Acts as the “gatekeeper” for Principal of the P-8 employing extreme diplomacy and grace.  Answers questions from faculty and parents and redirects phone and in-person requests for the Principal when appropriate.

    • Performs administrative and secretarial assignments with minimal direction for Principal of the P-8, including maintaining calendar, setting appointments, preparing special reports and projects, taking minutes for faculty meetings

    • Meets with parents and students to complete registration/withdrawal paperwork; provides transcripts upon request

    • Works with Tech to design and create the schedule backbone within Blackbaud. 

    • Create and run queries, reports, and exports from the database, including attendance, grades, transcripts, etc.

    • Tracks and posts student attendance records in Financial Edge

    • Collects data and maintains accuracy of the Lower Middle School calendar

    • Maintains current filing system for student records, report cards, conference reports, interim reports, and ERB testing

    • Coordinates with P-8 administrators to prepare and mail P-8 publications including but not limited to report cards, class lists, schedules, faculty notebook, Student Handbook, summer packet, ERB Notebook and curriculum guides

    • Performs administrative functions for Faculty , including announcements on upcoming meetings and events, such as Back to School night, pictures, Open House

    • Communicates any dismissal changes to teachers and to Extended Care

    • Contributes positively to employee morale; maintains a positive, pleasant demeanor to all constituencies; provides positive encouragement to students

    • Other duties as assigned by the Principal of the P-8


    • A clear commitment to the educational philosophy of the school as articulated in the Goals and Criteria of Sacred Heart Schools and professional behavior modeled on it

    • High school diploma or GED and a minimum of 5 years experience in a similar position; BA degree preferred

    • Ability to apply common sense understanding and to carry out instructions, furnished in written or oral form

    • Ability to ascertain which people may need immediate assistance and to act accordingly

    • Must demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations

    • Must demonstrate complete competency with MS Word, Excel, Blackbaud EE, PowerPoint and internet functions

    • Ability to use basic office equipment

    • Must be available for occasional evening functions

    • Ability to communicate effectively with all constituents in a school environment while exhibiting extreme diplomacy

    • Demonstrated excellent attendance and punctuality

    Physical Requirements and Work Environment

    • Regularly sit, talk, hear and to visually intercept visitors.  Regularly uses close and distance vision

    • Works in a highly busy and sometimes stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.

    • Works at desk and computer screen for extended periods of time

    • Turns, bends, reaches and may occasionally use a ladder and is able to safely and comfortably travel over a 64 acre campus; ability to lift up to 30 lbs.  and regularly lift up to 15 lbs.

    • Works in a traditional climate controlled office environment