Executive Assistant & Family Liaison (Bi-lingual - English & Spanish)

Hours Per Week:  40 (Full-time)

Key responsibilities / day-to-day job functions:

The Executive Assistant/Family Liaison supports critical partnerships between families and the school. They are responsible for managing key front office systems as well as implementing school-based family engagement processes and supporting families and teachers in their efforts to assist students in achieving academic excellence. Additionally, they will provide Spanish language support and advocacy for our Spanish-speaking students and families. This position will act as a bridge builder between our families and the various departments within our schools. The Executive Assistant/Family Liaison must be bi-lingual (English and Spanish).

Responsibilities:

1. Provides high-level administrative support to executives, including managing executive calendars and scheduling meetings and appointments.
2. Handle incoming calls, emails, and other communications with professionalism and discretion.
3. Perform general office management duties, such as ordering supplies and maintaining office equipment,
4. Maintains confidential files and records, both in physical and digital formats.
5. Manages Rediker database system to maintain accurate daily/period attendance and keep accurate records of student and parent data, including student immunization records.
6. Manages inventory of Chromebooks and uniform supplies.
7. Manages and updates the school calendar with important events and information
8. Assist in event planning and coordination.
9. Greets visitors and assists with compliance with the visitor management system.
10. Assists with essential school events such as Welcome Back To School Night and Parent Teacher Conferences
11. Trains CWSP students on front office duties, clerical tasks, and overall professionalism.
12. Using various communication tools (email, phone, office hours, virtual and in-person meetings), assist current families with questions, concerns, and encouragement.
13. Acts as an advocate/liaison to assist parents and school staff with resolving issues at the school level.
14. Provides Spanish language translation to assist families, parents, and school staff in meeting our students' academic, behavioral, and socioemotional needs.
15. Acting as a collaborator, problem solver, and mediator, building bridges across all school departments by having a positive attitude, always thinking the best, and being a good listener.
16. Facilitates relationship building between staff and parents, parents and parents, and staff and parents with the community to create a school environment that is consistently welcoming to families.
17. Establishes and maintains consistent, effective, and timely communication with families in various ways.
18. Works with the principal and school staff to establish an environment where families feel safe, welcome, and free to voice their opinions.
19. Assists families in accessing appropriate instructional, technological, and community resources to support their child's learning.
20. Participating in school community meetings is an essential aspect of the role.

Required Skills:         

1. Able to organize, prioritize, work under time constraints, and be flexible in an environment of multiple tasks and changing priorities.
2. Strong interpersonal skills to work effectively with executives, colleagues, and external stakeholders.
3. Excellent proofreading skills with strong attention to detail.
4. Exceptional phone etiquette and communication skills.
5. Proficient Spanish speaking, writing, and translating skills.
6. Able to successfully work independently as well as in a team environment.
7. Have a high degree of professionalism, integrity, and dependability.
8. Communicate with individuals from varied educational and cultural backgrounds.
9. Show respect and concern for students, parents, other staff members, and administrative colleagues.
10. Communicate effectively and tactfully in both oral and written forms.
11. Able to multitask and prioritize tasks effectively.
12. Able to use technology for various purposes and to communicate, create presentations, and collect feedback.
13. Proficient in administrative tasks, including filing, organizing documents, and managing schedules.
14. Proficient in calendar management tools such as Google Suite or Microsoft Outlook.
15. Candidate must successfully complete necessary criminal background and reference checks.
16. Candidate must complete Diocese-sponsored Safe Environment Training within 60 days of hire. 

Position Start Date: 11/15/2023