Administrative Asst to the Principal

Position:                  Executive Assistant to the Principal          

Date Revised:      February 4, 2025

Reports to:                     Principal, Pastor

Location:             Holy Family Catholic School 

www.fwdioc.org

 The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth.  This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary:   The executive assistant to the principal will assist the principal with daily, strategic and management tasks.

Primary Duties and Responsibilities:

·        Enhances Principal's effectiveness by providing information management support; representing the Principal to others.

·        Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

·        Conserves Principal's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

·        Maintains Principal's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

·        Represents the Principal by attending meetings in the principal's absence, speaking for the principal.

·        Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.

·        Maintains customer confidence and protects operations by keeping information confidential.

·        Completes projects by assigning work to clerical staff, following up on results.

• Prepares reports by collecting and analyzing information.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.

 Minimum Qualifications:

·        One to three years of related experience, or combination of education and experience commensurate with the requirements of this position

·        Proficiency in work processing and ability to learn and use a variety of personal computer software

·        Demonstrated ability to communicate effectively and positively with prospective families, staff, administration, and other individuals in either individual or group settings

Job Dimensions:

Analysis, attention to detail, judgment, work standards, planning and organizing, stress tolerance, sensitivity, informal communication, commitment to the school, dependability, teamwork, initiative, knowledge of work, oral and written communication.

Typical Decisions and/or Recommendations Made in This Position:

(Moderate/Minimal) Exercise discretion and independent judgment with respect to matters of significance.

Supervision Given and/or Received:

     (Moderate or Minimal)

Internal Contacts:

-        The Diocese, Pastors, Priests, Principals, Business Managers, and employees.

External Contacts:

-        Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

-        This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.

-        Ability to sit and perform computer work for lengthy periods of time.

-        Able to access and maintain centralized departmental files.  Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.

-        Ability to accept work interruptions while still remaining focused on duties. 

-        Data entry via computer keyboard that requires repetitive and frequent hand and wrist movements.

-        Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

-        Infrequent travel, by car, may be required to Diocese Parishes and/or schools.

Education and Experience Preferred:

Knowledge and Skills Preferred:

-        Demonstrated ability to listen empathetically, make peace, and de-escalate

-        Demonstrated history of good judgement.

-        Demonstrated aptitude for adaptability and flexibility.

-        Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.

-        Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.

-        Ability to meet deadlines and follow directives from Pastor or Chief of Staff in a timely manner.          

-        Ability to receive, understand, retain, and complete verbal and written tasks.

-        Ability to work independently as well as in teams.

-        Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.

-        Ability to honor and maintain confidentiality.

-        Ability to work well with people from a diverse variety of audiences.

-        Excellent organization, prioritization, and communication skills.

FLSA Designation:   (NonExempt) /FT = 30 hours)