Jobs

About St. John’s Prep

St. John’s Prep is an inclusive, Catholic, Xaverian Brothers Sponsored School for young men in grades 6 through 12. Founded on the Xaverian values of compassion, humility, simplicity, trust, and zeal, we educate students to be, do and stand for good in the world. We enroll approximately 1,500 students from more than 90 communities in Massachusetts, New Hampshire, and Maine.

St. John’s is a faith-based community grounded in and fortified by three main cultural priorities: recognizing all people as created in the image and likeness of God, embracing a habit of excellence grounded in a growth mindset, and empowering individuals to be unique expressions of God’s love in the world. Strong candidates will embody the Catholic principles and Xaverian values that guide our institution to help foster a supportive and inclusive campus environment. For further information on how faith animates St. John’s, please visit our Statement on Xaverian and Catholic Identity. 

Position Overview

This is a full time position in the Office of the Principal/Associate Head of School, reporting to the Principal/Associate Head of School. The Executive Assistant to the Principal/Associate Head of School (EA) manages the Principal/Associate Head of School’s calendar, plans and prepares for a wide range of events, completes projects, and reports related to the Office of the Principal/Associate Head of School, the Principal’s Leadership Team (PLT), and various academic and student service departments across campus. This individual seeks to develop a strong collaborative culture among the faculty and staff across campus as they collaborate with the PLT to provide an optimal experience for our students. The EA is charged with ensuring the Principal/Associate Head of School is well prepared for internal and external meetings, presentations, and events.  

Responsibilities

• Create a welcoming environment in the Office of the Principal/Associate Head of School that animates the school’s mission and cultural priorities.
• Manage all communications that come into the Office of the Principal/Associate Head of School and direct them to the appropriate staff including but not limited to calls, emails, mail, and drop-ins by faculty/staff/students. Ensure follow up on all issues and confirm that they are addressed and resolved to the best of the School’s ability and at the discretion/direction of School leadership. 
• Manage, coordinate, and confirm/proof  the calendar of the Principal/Associate Head of School. Respond to requests for meetings, organize meetings (agenda, action items, and follow up) including scheduling the appropriate technology, space, food, and other resources in support of those meetings.
• Arrange travel, when necessary, for the Principal/Associate Head of School and manage expense report filing and any follow up action items from travel.
• Prepare minutes for PLT meetings.
• Prepare the working/final draft of the annual school calendar for approval by the Principal/Associate Head of School and Head of School.
• Prepare materials for and support the Principal/Associate Head of School in completing special projects that arise through Head of School’s Leadership Team Meetings, PLT meetings, Board Meetings, and/or other meetings/initiatives.
• Collaborate with the Registrar to complete forms requested by area school districts.
• Assist the Principal/Associate Head of School in filing compliance documents and reports with the Massachusetts Department of Education, the National Catholic Education Association, local school districts, and the Xaverian Brothers Sponsored Schools office.
• Assist the Principal/Associate Head of School in monitoring budget lines associated with the work of the Office and school life departments/teams.
• Coordinate the flow of paperwork and payments associated with faculty and staff who approved to use their tuition benefit for graduate courses and/or professional learning experiences.
• Partner with PLT/offices/faculty/staff across campus to arrange travel/transportation for professional learning experiences.
• Partner with PLT/offices across campus to support special events for school life and community building.
• Collaborate with the Office of the Head of School and Office for Institutional Advancement in preparing for Commencement and Reunion Weekend Events.

Proficiencies Required

• High Quality Communication / Steward of Relationships:  The Executive Assistant to the Principal/Associate Head of School (EA) must be an excellent communicator.  This includes a high degree of proficiency in written (grammar, spelling, punctuation) and oral (phone calls, meetings, interacting with others in the Office). The EA will communicate with parents, faculty, staff, students, trustees, and the general public on a regular basis.  The EA will be a front line representative of St. John’s Prep and must communicate in a way that is consonant with our mission and values. The EA must also be able to track communications across multiple channels (phone, email, meetings), assure follow through and appropriately direct inquiries to other members of the leadership team/School when appropriate.  The EA must convey a sense of welcome and promote a culture of hospitality when working with guests and constituents.
• High Level of Discretion / Confidentiality:  The EA will participate in all Principal’s Leadership Team (PLT) meetings and other meetings with a variety of constituents as needed. Additionally, the EA will work with confidential financial, student/family, and human resource information. The EA will be working with multiple constituencies and offices and must communicate well with other members of the PLT as well as offices/teams across the St. John’s campus. The EA serves as the eyes and ears of the Principal/Associate Head of School and prepares him to address any developing or potential issues.
• Project Management / Multitasking:  The EA must have excellent project management skills and strong attention to detail in managing the workflow of the Office, supporting the Principal/Associate Head of School and completing projects.
• High Degree of Technology Proficiency and Agility: The EA must be able to manage / engage with multiple technology platforms (Google Suite, Blackbaud, Canvas, and others).  The EA is charged with using technology tools to create an efficient and organized workflow in the Office of the Principal/Associate Head of School.  The EA must be able to resolve issues and work collaboratively with a wide range of constituencies across campus.

Requirements:

• Minimum of an associate’s degree preferred
• Focus on students and the mission of St. John’s Prep
• Strong collaborative skills that are focused on achieving outcomes and completing projects
• Approach work/school life with a positive, growth mindset
• Ability to work evening and weekend hours, as needed.

Physical Requirements:

• Standing/sitting for long periods of time.
• Bending, lifting, pushing, kneeling, crouching, crawling, stooping.
• Must be able to lift up to 50 pounds.
• Must be able to reach at and above shoulder height to access higher areas of equipment, etc.
• Must be capable of adapting to frequent changes in position throughout the workday.
• Hearing and speaking to exchange information in person or on the telephone.
• Use of hands and fingers for manipulation, and using computer keyboard, educational tools, play equipment, and perform first aid and CPR.
• Specific vision abilities required include close vision, distance vision, color vision, and depth perception.

St. John’s Prep is committed to building a diverse and inclusive campus community. We welcome applications from underrepresented groups. We seek applicants who demonstrate a commitment to multiculturalism and diversity that is manifested in classroom practice, student engagement, interpersonal communication, and curricular decisions. For more information about our academic, spiritual and student life programs, please visit www.stjohnsprep.org. 

Interested candidates are asked to apply via the online Application for Employment found on the Employment page of stjohnsprep.org. Candidates will need to upload a cover letter, resumé, and academic transcripts if applying for a faculty role. Please, no phone calls. 

Posted November 2024