Cristo Rey Tampa Salesian High School is part of the national Cristo Rey Network. Cristo Rey Tampa is a Catholic, Salesian, and college preparatory high school for students of all faiths from families of limited financial means.
It is co-educational and serves students of diverse backgrounds. We help our students grow intellectually, academically, spiritually, socially, and morally.
JOB SUMMARY
The Executive Administrative Assistant performs administrative and office support activities for the President and the Executive Leadership Team. Duties include fielding telephone calls, receiving and directing visitors, creating spreadsheets and presentations. Extensive technological and software skills are required, as well as Internet research abilities and strong communication skills.
Essential Duties:
- Provide administrative support for executive level support to the President and the President’s executive team in an environment that requires maturity, professionalism and confidentiality.
- Coordinates the President’s calendars, telephone conferences, meetings, and presenters that support meetings, conferences and workshops.
- Assumes lead responsibility for various project-based assignments in support of executive(s) and/or resource group(s).
- Prepare presentations, reports and correspondence utilizing desktop publishing software, word processing and/or transcription or translation to Spanish when necessary.
- Records and creates high level documentation of meeting minutes based on knowledge of the school
- With minimal direction, drafts, edits and distributes internal and external communications on behalf of the President and executive team, and Board of Directors
- Gains in-depth specific knowledge about the school and related network organization and to build relationships in the community; develops an understanding of the inter-connectedness of departments/groups; applies knowledge in daily work
- Creates and maintains filing/record keeping function in an orderly, systematic way.
- Works closely with the President, the Chair of the Board of Directors, and other staff to prepare, coordinate, and execute the process of meetings, minutes and other events
- Works closely with the President’s office in community outreach and cultivation of community and philanthropic relationships
Skills:
- Able to perform intermediate functions using Microsoft Excel
- Able to perform advanced functions using Microsoft Word, PowerPoint and Outlook
- Demonstrates professionalism by delivering excellent customer service to internal and external customers
- Responds to inquiries competently and courteously
- Manages sensitive and/or confidential information with the utmost care; only shares sensitive or confidential information with others who need to know as part of regular job responsibilities; contacts supervisor with questions or concerns about how to handle sensitive or confidential information
- Demonstrates a high level of competence, confidence and approachability when interacting with all levels within the school
- Effectively and proactively structures work priorities and work style to complete job responsibilities with minimal direction
- Works in an orderly and systematic fashion using effective time management and prioritization skills
- Exercises keen attention to detail to deliver a high quality work product with minimal direction or review of work
- Anticipates business needs, plans and organizes work in support, or on behalf, of the executive leadership team
- Develops a rapport and builds trust with leaders, team members, peers and school community by:
- Demonstrating professionalism and a spirit of collaboration
- Practicing active listening
- Following through on commitments
- Providing excellent customer service
- Sharing knowledge
- Demonstrating skill in team membership and/or leadership
- Demonstrates high level capabilities to build and maintain relationships at all levels of the school and community
- Responds in a professional manner when changes happen unexpectedly during the course of a regular work day; able to stay calm and solicit help from appropriate parties as needed
- Modifies work style and/or work priorities to effectively respond to change
- Takes the initiative to contact team lead, or other appropriate parties, for additional information when needed; uses the information to make appropriate
adjustments and/or to give constructive feedback
- Anticipates change and makes preparations to ensure a smooth transition to the new process, structure or environment (for oneself and on behalf of the leader(s) supported)
- Proactively identifies improvements, makes recommendations and helps implement as approved
Education/Qualifications:
FTE: M-F: 7:30 AM to 4:00 PM
Evenings or weekends (as needed)
Licensed, insured Driver
Experience:
- Minimum three years related experience, with a minimum of three years in an Executive Assistant capacity required.
- High level knowledge of Outlook, Word, PowerPoint and Excel.
- Ability to coordinate meeting schedules and travel arrangements.
- Highly organized and dependable.
- Experience working with multiple executives and executive assistants.
- Ability to deal with change and be adaptable to changing priorities.
- Must be flexible and able to work independently.
- Demonstrates a commitment to service, values and professionalism through appropriate conduct and demeanor at all times.
- Adheres to and exhibits Cristo Rey Tampa Mission and Core Values.
https://ccdosp.hrmdirect.com/employment/view.php?req=1153750&jbsrc=1014
