Job Title: Executive Assistant to the Assistant Head of School

Supervisor: Assistant Head of School

Job Classification: Temporary, Full Time, Non- Exempt

Job Summary:

The Academy of Our Lady of Peace, an all- girls, Catholic, college prep high school in San Diego, CA seeks an Executive Assistant to the Assistant Head of School.  The Assistant will work in close consort with the Assistant Head of School and the Admissions Coordinator in coordinating and enabling smooth functioning of programs within both offices.

Under the direction of the Assistant Head of School, the Assistant is responsible for supporting the routines, goals, and initiatives for the school.

The Assistant is also responsible for supporting the Office of Admissions with tasks including assisting prospective students/families in their admissions experiences, assisting with the re-enrollment process, coordinating logistics for admissions events and applicant visits, and providing general administrative support. 

Minimum requirements include a Bachelor’s degree (highly preferred), excellent organizational, communications and interpersonal skills, prior database experience (School Admin a plus.) Preferred experience working with teachers and high school aged children, at minimum an authentic interest in becoming part of the team and engaging in the work we do. Spanish speaker highly preferred. Some night, weekend, and overtime work expected at peak times. Competitive salary based on experience and qualifications. 

Job Responsibilities:

• Support the Assistant Head of School to ensure progress towards the strategic plan.
• Coordinate and facilitate incoming communication inquiries from prospective parents, prospective students and partner schools.
• Assist with Admissions related events, including, but not limited to Student Shadow Days, Open House, Middle School Events, Registration Days, Spring Welcome Night, BeYOUtiful, etc.

• Interact with the public on a daily basis, by phone, by email, and in person
• Assist in preparation of admissions events including but not limited to weekday tours, evening and Saturday open houses, and interview days
• Assist in preparation of admissions materials – inquiry packets, tour packets, admissions assessments, enrollment contracts
• Manage calendars of the members of the admissions and interview team
• Prepare materials for admissions screening and assessments
• Support monolingual Spanish speaking families in application process
• Execute ongoing data entry
• Collaborate with faculty, administrators, and parent volunteers
• Participate in and attend other school events/meetings as required
• Support in planning and oversight of special events, especially beginning and end of year events.
• Support teachers as needed, coordinating special schedules, substitutes, special projects, and occasional duty support.
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SKILLS NEEDED  

• Spanish speaker preferred
• Bachelor’s degree or equivalent strongly preferred, with two to three years of relevant
• Administrative experience
• Strong organization skills, including extraordinary attention to detail
• Ability to multi-task across multiple projects and manage to shift priorities to meet all deadlines
• Excellent interpersonal skills including patience, discretion, a sense of humor, and good judgment
• Excellent customer service skills in person, through email, and by phone
• Excellent communication skills
• Ability to work as a collaborative team member
• Familiarity Microsoft Office (Word and Excel), School Admin a plus
• Flexibility to work occasional evenings/weekends/overtime during peak season