The purpose of this position is to support the Head of School by overseeing their calendar, projects, and clerical duties. This position will oversee internal and external communications for the Head of School. This individual exercises considerable independent judgment in the execution of correspondence to employees as well as external constituents—Board of Trustees, parents, alumni, and neighborhood community. This position coordinates and runs the front office, as well as answers inquiries for the general public, parents, visitors, and other interested parties.
Responsibilities & Duties
Manages an extremely active calendar of appointments. Plans, coordinates and ensures the Head of Schools’ schedule is followed and respected.
Works closely and effectively with the Head of School to keep the Head of School well informed of upcoming commitments and responsibilities, following up appropriately and has a sense for issues taking place in the environment and keeping the Head of Schools updated
Provides a “gatekeeper” role for direct access to the Head of Schools’ time and office
Schedules meetings, internally and externally, by working effectively with colleagues, Board members, and parents/students
Manages multiple tasks simultaneously, and prioritizes them appropriately
Utilizes independent judgement when drafting and creating communication materials to be sent by Head of School
Prepares and maintains a variety of reports for the Head of Schools use and for dissemination to the Board of Directors and other external and internal groups/individuals
Ensures the timely preparation and distribution of materials (e.g. requests, agendas, schedules, notices, resolutions) for meetings
Has ability to scan, verify, draft, compile, edit, and update documents and correspondence quickly and accurately, and understand and follow written and verbal instructions
Qualifications and Skills
Bachelors’ Degree required
A minimum of three years experience in executive support
Strong knowledge of Word, Excel, Powerpoint, etc.
Must have strong communication and writing skills
Proactive and motivated with a “can do” attitude
Excellent time management skills
Ability to work under time pressure with attention to detail and commitment to excellence
Self-motivated and able to take initiative and accept responsibility
Must be able to maintain strict confidentiality
Employee must be able to support philosophy and mission of the School
Additional Skills and Experience
Must be compliant with all Archdiocese of Chicago Protection of Children and Youth requirement
About The Frances Xavier Warde School
The Frances Xavier Warde School is a Catholic elementary school in downtown Chicago that provides an excellent academic, values-oriented education to students of all ethnic, religious, cultural and socio-economic backgrounds in a child-centered urban environment. As a keystone of its diverse community, The Frances Xavier Warde School provides need-based scholarships to thirty percent of its students. The Frances Xavier Warde School partners with its families, nurtures faith development for its Catholic students, and engages all its students to learn about and respect other faith traditions. The Frances Xavier Warde School uses a rigorous curriculum that enables students to grow, clarify their values, and develop decision-making skills and a sense of responsibility for themselves and the world they will inherit.