Administrative Assistant

Job Summary

The Executive Assistant to the Head of Lower School is responsible for providing high-level administrative support. This individual will serve as a minister of Christ in all activities performed as an employee of Cornerstone Christian Academy/Cornerstone Chapel. The Executive Assistant to the Head of Lower School will manage the Lower Head of School’s time, commitments and priorities, as well as organize and coordinate CCA’s office operations. The Executive Assistant to the Head of Lower School must have a pleasant, upbeat and welcoming personality while exhibiting discretion, diplomacy, and complete confidentiality with the faculty, staff and larger school community. He or she will seek to perform all duties as unto the Lord, relying on the Holy Spirit for guidance, completing all tasks with excellence, and prioritizing business needs in order to enable the Lower Head of School to create and maintain a culture of spiritual and academic excellence. The Executive Assistant to the Head of Lower School must have a strong and active relationship with Jesus Christ, a willingness to lead with a humble heart, a passion for Christian education, and a calling to serve at Cornerstone Christian Academy. 

Minimum Qualifications

Education

• Associate’s Degree required, Bachelor’s degree preferred

Experience 

• Minimum five (5) years of administrative experience with increasing responsibility in a professional environment; Executive Assistant experience preferred; experience in a school environment preferred
  


• Experience managing office operations a professional work environment

Knowledge, Skills & Abilities

• Adept at technology and able to quickly learn new software systems


• Strong work ethic and willingness to take ownership for wide-ranging responsibilities


• Superior organizational skills and the ability to effectively manage time and prioritize tasks


• Persistence, resourcefulness, drive and ability to work both independently and collaboratively with a team


• Experience managing vendors for business services


• Strong communication skills, both verbal and written


• Excellent interpersonal skills and the flexibility to accommodate individuals in varying situations and with varying temperaments


• Ability to demonstrate a high degree of discretion with regard to sensitive and confidential information


• Self-motivated and willing to take on new projects with varying degrees of complexity

Technologies

• Proficient in the use of Microsoft Word, Excel, PPT, and Outlook (e-mail & calendaring)


• Hands on experience with systems commonly used in an office environment (i.e. phones, copiers, printers, etc.)
  

Physical Capabilities

• Able to sit for extended periods of time in front of a computer; must have dexterity of hands and fingers to operate a computer keyboard


• Able to bend, kneel, squat and crouch to file materials


• Able to lift up to 25lbs


• Able to walk up and down stairs


• Work environment is an office setting with no exposure to weather conditions; noise level in work area is minimal

Personal Characteristics

• Affirms CCA’s Articles of Faith


• Faithfully attends a local, Bible-believing church that has a statement of faith in agreement with CCA’s Articles of Faith


• Is deeply committed to a consistent daily walk with Jesus Christ


• Adheres to high ethical standards and exemplifies Christian behavior in attitude, speech and actions towards others


• Displays a high degree of emotional intelligence evidenced in sensitivity to others and willingness to listen and take responsibility for actions / mistakes


• Maintains a modest and clean personal appearance consistent with school policy
  

Work Hours / Travel

• Workweek is consistent with standard school schedule of Monday through Friday with occasional work in the evenings or on weekends for special school events and activities


• School related travel as necessary
  
  

Job Functions and Tasks

Essential Functions – Executive Assistant

• Work with the Lower Head of School to develop a Christ-centered, positive and safe learning environment that adheres to the school’s Articles of Faith


• Manage professional and personal scheduling for the Lower Head of School, including agendas, daily calendar, mail, e-mail, calls, travel arrangements, and other logistics


• Screen and route all incoming phone calls, inquiries, visitors, and correspondence


• Draft emails and place phone calls on behalf of the Lower Head of School


• Coordinate all details for the Lower Head of School's events including meetings, small or large gatherings, celebrations or appreciation parties, special speaking engagements


• Maintain confidentiality of highly sensitive information


• Manage complex office administrative work requiring the use of independent judgment and initiative


• Manage communication between the Head of School and employees; serve as primary liaison for various projects and tasks


• Report regularly to the Lower Head of School on any developments or problems within the school requiring awareness or action


• Prepare packages and materials for board meetings
  


• Research, compile, organize and analyze complex data and prepare reports


• Maintain school and conference room calendars

Essential Functions – Office Manager

• Develop internal processes and filing systems for school records and data


• Develop and maintain system for protecting confidential files


• Coordinate with Principals to develop filing procedures for student records (i.e. attendance records, enrollment records, transcripts, etc.)


• Establish routine office policies and procedures and ensure that they are consistently implemented and followed
  


• Maintain and update student and staff emergency information


• Respond to mail, email and general correspondence that is received by the school


• Maintain and troubleshoot office equipment as necessary


• Oversee school office budgets and expenses


• Initiate office and general school supply purchase orders; receive, store and distribute supplies and office materials; and maintain materials inventory


• Train and mentor administrative staff, as needed


• Comply with policies and procedures relating to student protection, health and safety, security, confidentiality and data protection


• Maintain insurance records and manage vendor contracts