Background Information

Mother McAuley Liberal Arts High School, sponsored by the Mercy Education System of the Americas, is a Catholic college preparatory, all-girls high school serving grades 9-12 on the southwest side of Chicago.  With a balanced vision of academic excellence, cultural richness in the liberal arts, athletic achievement, and a strong spiritual life, Mother McAuley is a place where young women grow as compassionate, responsible, and productive Christian leaders. Through our innovative liberal arts and college-preparatory program, students gain the knowledge, skills, and confidence to meet the demands of a fast-changing world as decision makers and leaders guided by Mercy values. We seek professionals who are committed to, and capable of, advancing this mission.

Position Summary

The Executive Assistant to the Principal's Office is a trusted partner to the Principal's Office team, which includes the Assistant Principal of Academics. This person manages the Principal's and Assistant Principal's calendar, correspondence, and priorities; keeps the office running smoothly; and serves as the primary point of contact for students, families, faculty, staff, and outside partners who come to the Principal's Office. 

The role blends high-level executive support with warm, front-office hospitality. On any given day, the Executive Assistant may prepare materials for a leadership meeting, reconcile a budget report, coordinate an all-school event, and welcome a family, all while protecting confidential information and anticipating what the leadership team will need next. Above all, this person models the Mercy value of hospitality, extending personal care to every member of the Mother McAuley community. 

Essential Duties

Executive Support to the Principal and Assistant Principal 

• Manage a complex, high-volume calendar for the Principal, and support the Assistant Principals' calendars, working collaboratively to set priorities, avoid conflicts, and coordinate meetings with internal and external constituents.
• Review leadership calendars daily and prepare agendas, briefing materials, documents, and follow-up items in advance of meetings.
• Identify critical action items and deadlines, track them to completion, and keep the Principal informed.
• Draft, edit, and proofread correspondence, memos, reports, presentations, and forms on behalf of the Principal and administrative team.
• Record and distribute notes or minutes for leadership and committee meetings as requested.
• Serve as liaison between the Principal and faculty, staff, families, vendors, and outside organizations, using sound judgment about what to handle directly and what to elevate.
• Coordinate travel, accommodations, and registrations for professional meetings and conferences.

Office Operations and Hospitality

• Greet and assist students, families, faculty, staff, and visitors to the Principal's Office with warmth and professionalism.
• Answer, screen, and direct phone calls and emails promptly; take accurate messages and ensure timely follow-up.
• Open, sort, and distribute incoming mail and correspondence.
• Coordinate general office operations, including supplies, equipment, and office procedures.

Calendars, Scheduling, and Facilities

• Maintain the school calendars, events calendar, and security calendar in both electronic and print formats.
• Manage reservations for conference rooms and large spaces, coordinating with facilities, security, and other departments.
• Reserve off-site meeting and event spaces and order catering as needed.

Communications

• Prepare and coordinate periodic mailings, both postal and electronic.
• Assist with the preparation and distribution of communications to students, parents, and faculty.
• Support schoolwide communications from the Principal's Office in coordination with the Marketing and Communications team, as appropriate.

Budget, Title Funds, and Financial Records

• Prepare financial forms and process reimbursement requests after administrative approval.
• Prepare monthly reports showing costs to date on Principal's Office accounts.
• Coordinate the school's participation in federal Title programs with administrators and the public school district liaison, including tracking allocations, requests, distribution, and required documentation.
• Track the receipt of required reports and forms from faculty.

Academic Programs and Signature Events

• Provide administrative support for dual-credit courses and programs with Saint Xavier University; as well as support at other universities and colleges.
• Under the direction of the Assistant Principal for Academics, organize and coordinate all aspects of the Honors Assembly.
• Serve as co-director leading preparations for Graduation, and attend and help at the ceremony.
• Support Back to School Night and Parent-Teacher Conferences, and attend events.
• Assist with planning all-school events, meetings, luncheons, and special dinners, including events held outside the regular school day.

Records and Confidentiality

• Maintain organized administrative files, including financial records, personnel files, professional development records, and field trip requests.
• Handle student, family, and personnel information with strict confidentiality, consistent with school policy and applicable privacy laws, including FERPA.
• Perform other duties as assigned.

Core Competencies

• Mission alignment: Understanding of and respect for the Catholic, Mercy mission of Mother McAuley, and a desire to support the education of young women.
• Organization: Superior time management, calendaring, and attention to detail.
• Adaptability: Ability to manage many tasks of a diverse nature at once, with frequent interruptions, while staying calm and courteous.
• Anticipation and initiative: Ability to anticipate the needs of the administrative team and work independently toward goals with a sense of urgency.
• Interpersonal skill: Ability to work tactfully and warmly with students, parents, faculty, staff, and community partners.
• Communication: Outstanding written and verbal communication, including drafting memos and letters.
• Discretion: Consistent good judgment in handling sensitive and confidential matters.

Qualifications

• Minimum of 3�5 years of experience in an administrative or executive assistant role.
• Advanced proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail) and Microsoft Office (Word, Excel, PowerPoint).
• Working knowledge of Adobe Acrobat and Canva.
• Ability to learn school databases and student information systems quickly.
• Exceptional written communication and proofreading skills.
• Demonstrated ability to maintain confidentiality and exercise discretion.

Preferred

• Bachelor's degree.
• Experience in a high school or other educational setting, especially a Catholic or independent school.
• Experience with budget tracking, purchasing, or grant and Title fund documentation.
• Familiarity with [student information system, e.g., PowerSchool or Blackbaud] and Frontline.

How to Apply

Submit a resume, cover letter, and [three professional references] through the Employment page of our website, mothermcauley.org. Applications will be reviewed on a rolling basis until the position is filled.

Additional Information

We offer a competitive salary and a comprehensive benefits package including medical, dental, life insurance, and a retirement plan. Many opportunities to be involved in extracurricular activities such as club moderator and coaching are also available.  Participation in these activities is strongly encouraged but not required. 

Mother McAuley is an equal opportunity employer and will consider all applicants equally.
Resumes will be accepted until the position is fill