Executive Assistant to the Deputy Principal and Assistant Principal – Mission and Identity

Position Overview
The Executive Assistant provides high-level, confidential and proactive administrative support
to the Deputy Principal and the Assistant Principal – Mission and Identity. The position enables
both executives to fulfil their strategic, organisational, relational and faith-leadership
responsibilities efficiently and effectively across the College.

The Executive Assistant reports to the Deputy Principal and the Assistant Principal – Mission
and Identity and works collaboratively with the Principal’s Office, members of the College
Leadership Team, teaching and support staff, students, parents, parishes, EREA, the Diocese
of Broken Bay and external organisations.

Key Responsibilities and Accountabilities

1. Executive and Administrative Support
• Provide comprehensive diary, appointment for both the Deputy Principal and Assistant

Principal, Mission and Identity

- Assist with preparation of correspondence, reports, presentations, and other

confidential documentation

- Coordinate meetings, including scheduling, venue and technology arrangements,

preparation of papers, minute taking, maintenance of action registers

- Maintain accurate records, electronic files, contact lists, calendars and administrative

systems in accordance with College policies and privacy obligations.

2. Support for the Deputy Principal
• Assist with the coordination and publication of the College calendar, key dates, and

major communications

- Provide administrative support for critical incidents and other operational

requirements

- Coordinate documentation and follow-up relating to student wellbeing, attendance,

pastoral care and parent matters, ensuring sensitive information is handled
appropriately

- Administration support regarding liaising with both internal and external stakeholders

in relation to College events
- Liaise with staff, parents, students, on behalf of the Deputy Principal as directed.

3.



Support for Assistant Principal Mission and Identity
• Provide administrative and logistical support for the Mission and Identity Team.

including meetings and planning

- Assist with the coordination of liturgies, prayer services, retreats, reflection days,

formation activities, social justice initiatives, commemorations and College
celebrations.

- Assist with preparation of programs, booklets, presentations, correspondence, rosters

and other materials for Mission and Identity activities.
- Coordinate bookings, permissions, transport, catering, venues, visiting clergy, guest

speakers and external providers as required.
- Support communication and collaboration with parishes, clergy, EREA, the Diocese of

Broken Bay, the Christian Brothers, families, alumni and community partners.
- Maintain calendars, records and resource inventories relating to Mission and Identity

programs and ensure relevant information is communicated to stakeholders.

4. Communication and Stakeholder Service
• Serve as a professional and welcoming first point of contact for matters directed to the

Deputy Principal and Assistant Principal – Mission and Identity.

- Build respectful and productive relationships across the College community and

respond to enquiries with courtesy, accuracy and appropriate urgency.

- Draft and coordinate communications for newsletters, staff notices, community

updates.

- Apply discretion and sound judgement when managing complex, sensitive or

confidential matters and escalate issues appropriately.

5. Governance, Compliance and Continuous Improvement
• Support compliance with child safeguarding, work health and safety,



privacy, records

management and other legal and College requirements.

- Maintain confidentiality and ensure secure handling of student, family, staff and

organisational information.

- Contribute positively to the Catholic identity, culture and strategic priorities of the

College.

Key Capabilities

- Excellent organisation, prioritisation and time-management skills, with the ability to

manage competing demands and meet deadlines.
- Highly developed written and verbal communication skills, with robust attention to

detail and accuracy.
- Proven discretion, integrity and judgement in handling confidential and sensitive

information.
- Strong interpersonal skills and the ability to engage professionally with students,

families, staff, clergy, community members and external agencies.
- Initiative, adaptability and a proactive approach to problem-solving and executive

support.
- Advanced proficiency in Microsoft 365 and confidence using databases, records

systems, calendars, presentation tools and online collaboration platforms.

- Ability to work independently while contributing effectively to a collaborative team

environment.

Qualifications and Requirements
• Experience in a school, education, not-for-profit or values-based organisation is highly

desirable.

- Commitment to the Catholic ethos of the College and the values and Touchstones of

the Edmund Rice tradition.

- Current Working with Children Check and compliance with all child safeguarding and

employment screening requirements.

Child Safeguarding
This position is classified as child-related employment. The preferred applicant must meet all
applicable screening and safeguarding requirements. Appointment may be reviewed if
information relevant to child-related employment is disclosed.

Other Duties
Other duties may be assigned from time to time by the Principal, Deputy Principal or Assistant
Principal – Mission and Identity.

October 2026

📌 EA to the Deputy Principal and Assistant Principal, Mission and Identity (Chatswood)
🏢 St Pius X College
📍 Chatswood