Temporary Administrative Assistant, St Joseph School, Hilo

JOB TITLE: Administrative Assistant

JOB SUMMARY: The Administrative Assistant to the Principal is responsible for working
directly in an administrative support role to the Principal and providing support to the
school's administrative team as needed. The ideal candidate will be well-organized, dependable, flexible, and discreet. The ideal candidate furthers the mission and teachings of the Catholic Church and the propagation of the Catholic faith.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Schedules meetings/appointments and assists with event planning; coordinates meeting room reservations, equipment and setup requests, refreshments, notifications, and confirmations; prepares materials, attends meetings as required and may take minutes or conduct related tasks 

2. Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to the Administrator assigned projects to ensure proper tasks and activities occur as scheduled 

3. Uses Microsoft Office 360 including Word and Excel and Google Workspace to prepare a variety of materials including reports, memos, forms, correspondence, graphics/presentations, newsletters, expense requests, and purchase orders from established guidelines, rough drafts, or verbal instructions 

4. Establishes and maintains files, records, logs, and systems relevant to the Administrators’ office and affiliated projects 

5. Creates and maintains a variety of tracking systems, Excel spreadsheets, and databases to support the Administrators’ activities and assigned projects 

6. Creates and processes meeting information such as minutes or draft communications to be vetted by the administrators. Drafts correspondence to individuals and groups as meeting follow-up 

7. Receives and processes confidential/sensitive information with discretion according to established guidelines or legal standards 

8. Initiates routine tasks and actions not requiring the immediate attention of the Administrators 

9. Support with student enrollment, registration, and school website.

10. Support with coordinating and supervising the installation, maintenance, and support of existing and new servers, systems, and networks.

11. Performs other duties as assigned.

QUALIFICATIONS:

1. If Catholic, must have received full sacramental initiation into the Church.

2. Must have a basic understanding and acceptance of Catholic School philosophy, goals, 

and objectives.

3. Must have the following education training and experience:

a. A bachelor’s degree is preferred.

b. A minimum of four (4) years of secretarial experience.

c. Positive references and recommendations.

d. Criminal background check.

OTHER SKILLS AND ABILITIES:

1. Excellent organizational, human relations, and decision-making skills.

2. Ability to type 60 wpm.

3. Ability to respond to oral and written directions.

4. Ability to organize an efficient filing system.

5. Ability to work independently and efficiently.

6. Ability to maintain confidentiality on Administrative matters.

7. Ability to respond quickly in case of emergency.

8. Attention to detail and discretion is a must.

9. Excellent oral and written communication skills.

10. Have the willingness and curiosity to learn new tools and techniques that will help to streamline the management of the Principal’s office. 

11. Strong executive functioning, and organizational and prioritization skills.

12. Strong interpersonal and problem-solving skills.   

13. Professional manners and good judgment.