Administrative Assistant

Position Overview

Saint Francis Xavier Middle School - Weymouth, a high-school preparatory school dedicated to the spiritual, academic, social, and emotional development of students in grades 5-8, is seeking an Executive Administrative Assistant to the Principal with an innovative spirit and passion for Catholic education.

The School Operations and Administrative Coordinator to the Principal serves as the welcoming presence and organizational backbone of Saint Francis Xavier Middle School. This role ensures the smooth daily operation of the main office while supporting the Principal. This role integrates front office coordination and operational support, working closely with the principal to ensure the smooth functioning of the school.

The ideal candidate combines professionalism, attention to detail, and a spirit of Christian hospitality—helping every visitor, call, and communication reflect the warmth and mission of our Catholic school community. The ideal candidate is proficient with technology tools and has a drive to optimize and create systems, procedures, and automation.

Key Responsibilities Office Operations

• Ensure school security by managing building access, visitor sign-in, issuing passes, and overseeing safety protocols and surveillance
• Evaluate and improve systems and processes for efficiency
• Oversee daily front office operations in a friendly and organized environment
• Serve as the first point of contact for visitors, parents, and students
• Manage phones, emails, mail, and deliveries
• Process student check-ins, check-outs, tardies, and dismissals
• Track and communicate daily attendance information
• Handle school credit card reconciliation
• Maintain student records in compliance with Archdiocesan guidelines
• Coordinate supplies, vendors, and instructional materials
• Manage transportation, lunch, and billing coordination
• Set daily schedules using scheduling software
• Ensure compliance with CORI and Protecting God’s Children requirements
• Submit required reports and reconcile financial records

Administrative & Communications Support

• Provide clerical and scheduling support to principal and faculty
• Assist with newsletters, memos, reminders, and event communications
• Support preparation for meetings, events, and assemblies
• Coordinate substitute coverage and faculty attendance
• Maintain confidentiality and accuracy in documentation
• Send approved communications on behalf of the school

Family & Student Relations

• Serve as a welcoming and professional point of contact for families
• Support students with guidance and basic first aid needs
• Communicate schedules and updates to families

Technology & Data

• Utilize FACTS/RenWeb for attendance, grading, and reporting
• Manage communication tools such as S’More and FACTS
• Create digital forms and reports using Google Workspace and Microsoft Office
• Develop systems and automation for efficiency
• Provide basic Chromebook troubleshooting and coordinate with tech support

Qualifications Required

• High school diploma (Associate’s degree or higher preferred)
• Minimum of two years of administrative or school office experience
• Strong communication and organizational skills
• Proficiency in Google Workspace and office software
• Ability to multitask in a fast-paced environment
• Professional discretion and alignment with Catholic school values

Preferred

• Experience in a school or parish setting
• Familiarity with FACTS/RenWeb
• CPR/First Aid certification or willingness to obtain

Personal Attributes

• Warm, welcoming, and mission-driven
• Dependable, flexible, and proactive
• Strong prioritization and professionalism
• Collaborative team player committed to faith and community