Executive Assistant to the Principal and Office Manager
The Executive Assistant to the Principal also includes the role of Office Manager and reports directly to the Principal.
Child Protection legislation requires that, as the preferred applicant of a position classified as child-related employment, you must meet the requirements of the Working with Children Check.
Your appointment may be reviewed if information relating to any childrelated offence is revealed.
The Executive Assistant to the Principal and Office Manager provides high-level, confidential and proactive executive support to the Principal, enabling the Principal to fulfil their responsibilities for the Catholic identity, educational leadership, strategic direction, governance, staffing and community leadership of the College.
The position ensures the efficient and harmonious operation of the Principal's Office and leads the College's administrative offices, including Reception, the Secretarial Office and the Registrar's Office and also works collaboratively with all other support staff at the College.
Working in a Catholic school in the Edmund Rice tradition, the Executive Assistant provides an inclusive and courteous service to all members of the College community and others, and exercises confidentiality, discretion, respect and discernment in all interrelationships, especially with the Principal.
The position works collaboratively with the College Leadership Team, the College Advisory Council and its committees, teaching and support staff, students, parents, EREA, parishes, the Diocese of Broken Bay and external organisations.
Values
Support the Catholic ethos of the College and the charism of Edmund Rice, including the EREA Charter and its Touchstones
Work constructively with others in a supportive culture of trust and open communication
Fulfil all duty of care responsibilities
Support the professional reputation of colleagues, respect confidentiality and raise matters of reliable concern with the appropriate authority
Respond appropriately to, and support, the decisions made by the Principal and the College Leadership Team
Communicate with parents professionally and in a timely manner
Value and develop collaborative relationships with members of the College community
Understand and implement all College policies pertaining to the operation of the College
Respect the privacy of all members of the College community and exercise sound judgement in handling sensitive information and situations
Abide by all Work Health and Safety policies and guidelines
Adopt a professional and appropriate manner in respect of dress, appearance and conduct
Key Responsibilities and Accountabilities
Executive Support to the Principal
Provide comprehensive diary, appointment and workflow management for the Principal
Manage the day-to-day operation of the Principal's Office, ensuring it operates effectively, efficiently and presents professionally
Prepare, format, proofread and distribute correspondence,



reports, presentations, briefing papers and other confidential documentation
Secure and process material and work directed to, or generated by, the Principal
Prioritise all matters and requests directed to the Principal's Office with diplomacy and initiative, determining appropriate referral where necessary
Source and arrange travel, accommodation, registrations as required
Support for the Principal's Leadership and Governance Responsibilities
Support the Principal in leading the Catholic identity and Mission of the College in the Edmund Rice tradition, including assisting with the coordination of significant liturgies, celebrations and community occasions
Coordinate the Leadership Team meeting, including requesting agenda items, preparing the agenda and action plan, maintaining records
Facilitate a wide variety of meetings both within and outside school hours, including attendees, timing, agendas, minutes and follow-up
Support the Principal's reporting and compliance obligations to EREA, NESA and other statutory and regulatory bodies, maintaining accurate records and meeting deadlines
Support the Principal's engagement with parents, the Parents and Friends Association, Old Boys, Our Lady of Dolours Parish, the Diocese of Broken Bay, EREA and the wider community
College Events, Hospitality and Celebrations
Assist with coordination of College events such as Graduation, Investiture and other major and special events and celebrations with relevant personnel both within and beyond the College
Coordinate hospitality and catering for meetings, functions and visitors as required
Liaise with venues, suppliers and external providers, ensuring bookings, timelines are met
Coordinate invitations, guest lists for events hosted by the Principal
Office Management
Lead and coordinate the work of College Reception, the Secretarial Office and the Registrar's Office
Act as the reference point for questions and concerns from these offices and ensure appropriate follow-through
Determine overall workload priorities when necessary and ensure just and equitable coverage of responsibilities across these areas
Organise replacement operational staff to cover sick and other leave
Facilitate opportunities for relevant professional development for administrative personnel in consultant with the Business Manager
Review office procedures, and systems to promote best work practice, consistency and maximum efficiency and effectiveness
Foster a welcoming, professional and service-focused front office culture for students, families, staff and visitors




Communication and Stakeholder Service
Serve as a professional and welcoming first point of contact for matters directed to the
Build respectful and productive relationships across the College community and respond to enquiries with courtesy, accuracy and appropriate urgency
Apply discretion and sound judgement when managing complex, sensitive or confidential matters and elevate issues appropriately
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
Maintain accurate records, electronic files, registers and administrative systems in accordance with College policies
Monitor administrative deadlines and action items, providing timely reminders and progress updates to the Principal
Contribute positively to the Catholic identity, culture and strategic priorities of the College
Key Capabilities
Demonstrated experience providing executive support to the College Leadership Team
Proven experience in office management, including leading, coordinating and supporting administrative staff
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 strong 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, Council members, clergy and external agencies
Advanced proficiency in and confidence using school databases, records systems and online collaboration platforms and Microsoft suite
Initiative, adaptability and a proactive, solutions-focused approach
Qualifications and Requirements
Relevant qualifications in business administration, office management or a related field are
Experience in a school, education, not-for-profit or values-based organisation is highly
Commitment to the Catholic ethos of the College and the values and Touchstones of the
Current Working with Children Check and compliance with all child safeguarding and employment screening requirements
Capacity to attend meetings and events outside normal working hours, with reasonable notice
Child Safeguarding
Child SafeguardingSt Pius X College and EREA are child-safe and child-centred.
This position is classified as childrelated employment.
The Executive Assistant must comply with the EREA Safeguarding Program, the EREA Code of Conduct, applicable laws and reporting obligations, maintain a current Working with Children Check, and complete all assigned mandatory training.
Other Duties
Other duties as assigned from time to time by the Principal.
Reviewed: October ****
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📌 Ea To The Principal And Office Manager (Sydney)
🏢 St Pius X College
📍 Sydney