(Faculty calendar + extra days in the summer, limited evening and/or weekend events)
Hours: 7:45 am – 4:30 p.m.
Mission: Rooted in the Dominican tradition, St. Agnes Academy provides a Catholic college preparatory education that encourages young women to develop intellectual curiosity, to work for social justice and to act with integrity and compassion.
The Executive Assistant to the Principal at St. Agnes Academy is responsible for supporting the Principal and the other administrators on the Principal’s Team. He/she plays a key role in the day-to-day operation of the school.
Responsibilities for the Principal:
Managing the Principal’s day-to-day calendar, including making appointments and prioritizing the most sensitive matters
Prepare and send diocesan and Alief forms, including the Annual Report, Needs Assessment Report, student populations and faculty stats, etc.
Provide administrative assistance, such as writing and editing emails and preparing communications on the Principal’s behalf
Coordinate all room reservations, catering needs, and facilities set-up requests for Principal-led meetings and events
Prepare diplomas, stoles and awards for graduation with the responsibility of ensuring the accuracy of each student’s diploma
Prepare, collect, and organize documents and reports required for accreditation
Assist the Principal in communicating, collaborating, and building strong relationships with key stakeholders including teachers, students, parents, board members, and business partners
Assist with preparations for faculty/staff events such as Faculty/Staff Retreat, In-Service, Back-to-School Party, etc.
Prepare paperwork and resources for faculty/staff in-service at the start of the year
Respond to duties as assigned
Responsibilities for the Principal’s Team:
Assist with preparations for large school events such as Follow Your Daughter’s Schedule Night, Parent-Teacher Conferences, Open House, Academic Awards Ceremony, Marian Breakfast, Sophomore Retreat, Holy Thursday Retreat, etc.
Assist members of the Principal’s team with planning and executing smaller events such as hosting administrators from other schools on campus, college signings, athletic award ceremonies, parent committee meetings, etc.
Onboard substitute teachers and manage the sub scheduling process in conjunction with the Associate Dean of Faculty
Process academic notifications including academic probation and ineligibility letters
Assist Academic Dean in keeping faculty files up to date
Collect, organize, and process academic awards and book awards and serve as liaison with collegiate institutions as necessary for book awards
Record and distribute minutes for the Counselor/Administration committee
Prepare data reports and create pivot charts, on a weekly, quarterly and semester basis. This could include attendance reports, grade reports, and/or admissions statistics.
Complete mail merges for various members of the team, as necessary
Act as coordinating liaison with Herf-Jones and other vendors for the ordering of class rings, graduation gowns, honors stoles, letter jackets, awards, etc.
Assist the Academic Dean and Director of Admissions in preparing for placement testing including collecting and organizing tests, printing name tags and tracking student attendance at each test
Organize incoming students into advisories each spring
Act as the liaison for the Steps for Students program
Order calendars and office supplies for the administrative team, as necessary
Requirements for this position include:
Bachelor’s Degree with 2-3 years of administrative assistant experience, preferred
Working knowledge of Microsoft Office, especially Excel, pivot tables, and mail merge
Highly organized and reliable with demonstrated success working in a quick-paced, dynamic environment with many responsibilities
Excellent judgment, confidentiality, discretion, and diplomacy
Ability to work independently as well as a team member; ability to set priorities and schedules to meet deadlines.
Excellent problem-solving and decision-making skills
Strong organizational skills and the ability to multitask
Strong interpersonal skills
Exceptional attention to detail
Professional and positive oral and written communication skills
Complete Safe Haven training (can be completed post-hire)
Work Environment This job operates in a professional/education/office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit at desk area, communicate via phone/face to face, manually input data into a computer, walk to different office areas, reach with hands and arms, and minimal lifting.
Internal Number: EAP2122
About St. Agnes Academy
Rooted in the Dominican tradition, St. Agnes Academy provides a Catholic college preparatory education that encourages young women to develop intellectual curiosity, to work for social justice and to act with integrity and compassion.
St. Agnes Academy was founded in 1905 by Mother Pauline Gannon, O.P., Prioress of the Dominican Sisters of Houston, Texas. The Academy opened on February 11, 1906, at its former location at 3901 Fannin. It was in operation at that site until September 1963 when the present-day campus opened at 9000 Bellaire Boulevard in Sharpstown. St. Agnes numbers more than 10,000 graduates, many of whom now have daughters, granddaughters, and even great-granddaughters who are Academy students or alumnae.
In 1917 St. Agnes was accredited by the University of Texas and the State Board of Education. It is now affiliated with the following educational associations: Catholic Schools of the Galveston-Houston Diocese, The National Catholic Educational Association, The Texas Catholic Conference Education Department in conjunction with the Texas Education Agency, the Southern Association of Colleges and Schools, and The College Board.