Executive Assistant to the President

Executive Assistant to the President

REPORTS TO

President

FLSA STATUS

Exempt

JOB STATUS

Regular, Full Time (1.o FTE, 12 Month)

ABOUT ST. MARY'S ACADEMY

At St. Mary's Academy, education is about more than academic excellence-it's about developing confident, compassionate leaders who make a meaningful difference in their communities and the world. Founded by the Sisters of the Holy Names of Jesus and Mary in 1859, St. Mary's is a private, Catholic, college-preparatory high school dedicated to empowering young women to become courageous, grounded, and socially responsible leaders.

SUMMARY

St. Mary's Academy seeks an exceptional Executive Assistant to serve as a trusted strategic partner to the President. This highly visible role supports the President's leadership by managing priorities, coordinating key initiatives, facilitating Board governance, and ensuring the smooth operation of the President's Office.

The ideal candidate is proactive, highly organized, exercises exceptional judgment, and thrives in a fast-paced environment. This position requires discretion, professionalism, and the ability to build strong relationships with trustees, faculty, staff, families, donors, and community partners.

This is an outstanding opportunity for an experienced executive assistant who is passionate about mission-driven work and wants to contribute to an institution dedicated to educating the next generation of women leaders.

KEY RESPONSIBILITIES

• Serve as the primary liaison between the President's Office and Academic Leadership, Advancement, Admissions, Communications & Marketing, Human Resources, Finance, and Operations.
• Partner with the President by providing tactical support to advance strategic priorities, institutional initiatives, and special projects.
• Manage a complex executive calendar, plan and coordinate meetings and events (for both internal faculty/staff and external stakeholders), and anticipate scheduling needs.
• Draft correspondence, respond to inquiries on behalf of the President, and manage confidential communications.
• Track key initiatives, monitor deadlines, and ensure timely follow-through on action items.
• Foster communication and collaboration among the President's leadership team and across departments.
• Serve as the primary administrative liaison to the Board of Directors and its committees by coordinating meetings, preparing agendas and board materials, recording minutes, maintaining governance records, onboarding trustees, and tracking follow-up actions.
• Coordinate recruitment and onboarding activities in partnership with Finance & Operations and the Academy's external HR partner.
• Support employee engagement, organizational culture, and initiatives led by the President.
• Coordinate hospitality for visitors, donors, trustees, and presidential events.
• Perform additional duties and special projects as assigned.

MINIMUM QUALIFICATIONS

The successful candidate will bring:

• Five or more years of experience supporting senior executives in a complex, fast-paced environment.
• Exceptional organizational, project management, and time management skills.
• Sound judgment, professionalism, and the ability to maintain the highest level of confidentiality.
• Outstanding written, verbal, and interpersonal communication skills.
• A proactive, resourceful approach to problem-solving and the ability to manage multiple priorities independently.
• Executive presence with the ability to build trusted relationships across all levels of the organization.
• Exceptional attention to detail, adaptability, and composure in a dynamic environment.
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint) and experience using Google Workspace, Zoom, Canva, board portal software, project management platforms, and emerging AI tools to improve efficiency.
• Experience supporting a Board of Directors or governing body strongly preferred.
• Bachelor's degree preferred.

MISSION ALIGNMENT

The ideal candidate will demonstrate:

• A genuine commitment to the mission and community of St. Mary's Academy.
• An appreciation for the Catholic tradition, the charisms of the Sisters of the Holy Names of Jesus and Mary, and the value of an all-girls education.
• A commitment to fostering an inclusive community and supporting the Academy's diversity, equity, and inclusion efforts.

PHYSICAL REQUIREMENTS

• Ability to sit or stand for extended periods.
• Ability to occasionally lift up to 20 pounds.
• Ability to walk, bend, stoop, and communicate effectively in person, by phone, in writing, and through presentations.

SALARY AND BENEFITS

Salary commensurate with qualifications and experience.

St. Mary's Academy is proud to offer comprehensive benefits to our eligible employees:

• Medical, dental and vision coverage at no cost to employee only
• Flexible Spending Account
• Employer paid Short-Term & Long-Term Disability
• Vacation and sick leave
• Holiday pay
• Retirement 403(b) plan
• Paid jury duty
• Paid bereavement leave
• Life insurance
• Tuition remission for your daughter to attend St. Mary's Academy
• Employee Assistance Program

HOW TO APPLY

Qualified applicants are invited to submit their resume, cover letter, three professional references and salary expectations to president@smapdx.org. No phone calls please. Applications will be reviewed as they are received and will remain open until the position is filled. St. Mary's is an equal opportunity employer.