Administrative Assistant to Head of School

School Description

Santa Catalina School is a vibrant, independent, Catholic school offering student-centered co-education to PreK through grade 8 and an all-girls’ boarding and day college preparatory upper school serving grades 9 through 12. Santa Catalina exists to develop in each student a striving for excellence, a maturing awareness of moral and spiritual values, a sense of responsible purpose, and a determination to serve the world with courage, grace, and compassion.

With the cornerstones of excellence, spirituality, service, and responsibility, the school is committed to providing a supportive learning community for each student to grow in their intellectual, personal, and spiritual life, making Santa Catalina a transformational educational experience for its students.

Santa Catalina School, a nationally recognized PreK-12 independent Catholic school in Monterey, California, is seeking a full-time Administrative Assistant to the Head of School. The position supports the Head’s leadership role by performing administrative and operational tasks to maintain the smooth operation of the Head’s office. This position requires interaction with the internal and external Santa Catalina School community in a manner that ensures the welcoming and professional presence of the Head’s office.

The Assistant is approachable and positive, maintaining effective relationships and a collaborative, diplomatic, and professional work style.

Reporting directly to the Head of School, the Assistant must possess exceptionally strong organizational skills, calendar organization, time management, attention to detail, the ability to follow through in a timely manner, and the ability to thrive in a fast‑paced environment. The person in this position takes pride in their work, is able to prioritize tasks, and is a self‑starter who anticipates next steps.

The Assistant is a model of integrity and professionalism and adheres to strict confidentiality in all matters, handling information with sensitivity and discretion. The ability to work with members of the Leadership Team, Board Chair and Board Committees, and a variety of staff and faculty members is key.

Santa Catalina School believes that each employee makes a significant contribution to its success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

• Assist the Head in overseeing and nurturing the life of the school (including, but not limited to, scheduling meetings, ensuring project timelines, and enhancing communication between the Head of School office and all constituents by organizing efficient and timely flow of documents, communication, and correspondence).
• Oversee particulars for visitors to the Head’s office and the campus.
• Manage the Head’s calendar.
• Organize and execute plans for employee meetings, gatherings, and ceremonies throughout the year, including preparing materials, planning activities, and managing details directed by the Head of School, senior leadership, and the Board Chair.
• Organize and execute plans for all Board of Trustees meetings and projects.
• Manage employment agreements and job descriptions in partnership with Human Resources.
• Support the organization and collective work of the school’s Leadership Team.
• Support the Board of Trustees (accurately record minutes at board meetings, assist in organizing meeting schedules and agendas—including all details for board weekends—track attendance, and prepare annual documents and supplemental documents as needed).

• Other responsibilities as assigned to support the school as directed by the Head.

• A minimum of five years in a high‑level administrative assistant or executive assistant to a senior‑level role.
• B.A. preferred.
• Experience in the rhythm of the annual school…