Executive and Administrative Assistant to the High School Principal

Executive and Administrative Assistant to the High School Principal

Timothy Christian High School, Elmhurst, Illinois

Position Overview

Timothy Christian High School is seeking a highly organized, proactive, and mission-driven professional to serve as the Executive and Administrative Assistant to the High School Principal. This is a vital role that serves as the administrative backbone of the high school office and provides direct, high-level support to the Principal. The ideal candidate will be a master of multitasking, a superb communicator, and a discreet professional capable of managing sensitive information. This position is the primary point of contact for parents, students, and faculty, requiring a welcoming and service-oriented disposition.

This role is uniquely structured to encompass two primary functions: providing direct executive assistance to the Principal and managing the broad administrative operations of the high school office.

Key Responsibilities

Executive Assistant to the Principal

As the Principal's direct support, you will ensure their time is maximized and they are fully equipped to meet their strategic goals.

• Calendar & Email Management: Proactively manage the Principal's calendar, schedule meetings, and handle all correspondence. Monitor the Principal's email inbox and respond on their behalf as appropriate.
• Strategic Support: Act as a key partner to the Principal, helping to track, manage, and support the achievement of school-wide goals and initiatives.
• Meeting & Observation Coordination: Schedule and organize all aspects of teacher observations, including pre- and post-observation meetings.
• Confidential Tasks: Handle highly confidential information with the utmost discretion and manage sensitive tasks related to faculty, students, and school administration.
• Communication Gatekeeper: Serve as the first point of contact for the Principal, fielding inquiries and prioritizing issues that require their attention.
• Document Management: Sort the Principal’s mail and assist in the review and updating of critical documents like the Parent-Student Handbook.

School Administrative Assistant

As the administrative hub of the high school, you will oversee the smooth operation of the office and key school functions.

• Office Management & Communications
  • Serve as the first point of contact by answering incoming calls, responding to the security doorbell, and assisting visitors.
  • Prepare and distribute the weekly Faculty Bulletin.
  • Produce and send all parent mailings and emails, including report cards.
  • Manage general office duties, including ordering supplies, stationery, and maintaining the copy room.
  • Handle light bookkeeping, manage the office credit card, and perform account reconciliation.
  • Process faculty invoices for payment through the business office.
• Student & Parent Support
  • Assist parents, students, and teachers with a wide variety of needs via phone, email, and in person.
  • Manage student needs, including issuing late passes, overseeing the sick room, and dispensing medication.
  • Process minor work permits.
  • Set up and manage the software and logistics for Parent-Teacher Conferences.
• Faculty & Staff Support
  • Arrange for substitute teachers by receiving early morning call-offs and maintaining all related records and payment forms.
  • Coordinate with the business office to onboard new substitute teachers.
  • Record and track teacher absences and sick days.
  • Order supplies and materials for new and current faculty, including name tags, planners, and record books.
• School Operations & Events
  • Manage schedules for the conference room and auditorium.
  • Maintain and update school information systems like PowerSchool with announcements, calendar events, bell schedules, and more.
  • Plan and execute major school events, including Awards Night and the Commencement Ceremony. Responsibilities include ordering diplomas, creating programs, arranging payments, and coordinating all logistical details.
  • Prepare and file annual reports with state agencies, including the ISBE and IHSA.

Qualifications

• A Bachelor's degree is preferred; an Associate's degree or equivalent professional experience is required.
• 3-5 years of experience in a high-level administrative or executive assistant role. Experience within an academic setting is highly desirable.
• Exceptional proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office Suite (Excel, PowerPoint). Experience with PowerSchool or other student information systems is a significant plus.
• Outstanding organizational and time-management skills; a proven ability to manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• A proactive, resourceful, and detail-oriented problem-solver.
• Demonstrated ability to maintain confidentiality and exercise excellent judgment.
• A strong personal faith and a commitment to the mission of Timothy Christian Schools.

Interested applicants should contact Principal Brad Mitchell at [email protected]