Assistant to the St Thomas Aquinas Catholic School President

Assistant to the St. Thomas Aquinas Catholic School President

Part-time

The Assistant to the President provides high-level administrative, organizational, and operational support to the St. Thomas Aquinas Catholic School President. The position serves as a trusted partner in advancing the school’s mission, strategic priorities, development initiatives, community relations, and day-to-day executive operations. The Assistant acts as a liaison among school leadership, faculty, staff, parents, alumni, benefactors, parish leadership, diocesan offices, and community stakeholders while maintaining the highest level of professionalism and confidentiality.

Essential Duties and Responsibilities

Executive Administrative Support

• Manage the President's calendar, appointments, meetings, travel, and special events.
• Coordinate and prioritize incoming communications, correspondence, and requests.
• Prepare reports, presentations, agendas, meeting materials, and executive correspondence.
• Maintain confidential files, records, and sensitive information.
• Track action items and follow up on projects and initiatives on behalf of the President.

Board and Governance Support

• Coordinate meetings of the School Advisory Council, School Leadership Team, and committee meetings.
• Prepare agendas, meeting packets, minutes, and supporting documentation.
• Maintain governance records and ensure timely distribution of council materials.
• Assist with board communications and member engagement activities.

Advancement and Development Support

• Assist with donor relations, stewardship activities, and fundraising initiatives.
• Coordinate donor meetings, special events, and recognition programs.
• Maintain development records and assist with gift tracking and acknowledgments.
• Support annual campaigns, capital campaigns, and advancement communications.

Communications and Community Relations

• Serve as a professional representative of the President's Office.
• Facilitate communication among school leadership, faculty, staff, parents, alumni, and community partners.
• Assist in preparing newsletters, announcements, speeches, and public communications.
• Coordinate VIP visits, community meetings, and special events.

Strategic and Operational Support

• Assist in monitoring strategic initiatives and institutional goals.
• Conduct research and compile information for executive decision-making.
• Support accreditation, compliance, and reporting processes as assigned.
• Coordinate cross-functional projects involving multiple departments.

Mission Integration

• Support and promote the mission, vision, and values of Catholic education.
• Demonstrate conduct consistent with Catholic teachings and the school's faith-based mission.
• Assist with events and activities that foster the spiritual life of the school community.

Qualifications

Required

• Associate's degree or higher; bachelor's degree preferred.
• Three or more years of executive administrative support experience.
• Exceptional organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and database management systems.
• Ability to handle confidential information with discretion and professionalism.
• Strong project management and multitasking abilities.

Preferred

• Experience in Catholic education, higher education, nonprofit organizations, or diocesan administration.
• Knowledge of fundraising, donor relations, and board governance practices.
• Familiarity with Catholic school organizational structures and diocesan operations.

Key Competencies

• Executive-level professionalism
• Confidentiality and discretion
• Relationship management
• Event coordination
• Written and verbal communication
• Strategic thinking and problem-solving
• Attention to detail
• Time management and organization

Work Environment

This position works closely with the President and senior leadership team in a fast-paced educational environment. The role requires frequent interaction with internal and external stakeholders and a commitment to advancing the school's Catholic mission and strategic objectives.

Reports To: President

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the employer. Employer reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.