St. Andrew Nativity School
Executive Assistant for Mission & Strategic Operations
St. Andrew Nativity School, Portland, Oregon, United States, 97204
Job Title: Executive Assistant for Mission and Strategic Operations
Schedule:
Full-time/12-month contract with generous vacation Salary Range:
Commensurate with experience, plus health, dental, and vision benefits; disability coverage, life insurance, and retirement savings options. Start Date:
August 2025 Reports to:
President, Director of Mission Organization Summary St. Andrew Nativity School is a tuition-free Catholic, Jesuit middle school serving young people of all faiths from under-resourced backgrounds, empowering them in their spiritual, intellectual, and personal development toward college and career readiness, and fostering in them a commitment to being people for and with others. Our engaged, energetic faculty is committed to helping students be successful academically and in life. Our school is a special place where faculty and staff get to know each student and their family personally. With small class sizes, teachers can personalize instruction and build relationships. Our faculty and staff work as a team with cross-curricular planning, field trips, and programming aimed at expanding students’ horizons. St. Andrew Nativity School is seeking talented people from diverse backgrounds and experiences to join our school community. Individuals of color and those able to speak Spanish are especially encouraged to apply. Visit our website at
www.nativityportland.org
for more information about our school. Applications will be reviewed on a rolling basis, with priority given to those received by July 31st. Position Summary The Executive Assistant for Mission and Strategic Operations works closely with the leadership team at St. Andrew Nativity School, serving as a trusted partner to the President in advancing the school’s Jesuit mission and leading key strategic and operational efforts. This role is deeply embedded in the values and rhythms of the school, ensuring that day-to-day operations and long-term priorities reflect and support our commitment to equity, community, and holistic student formation. This position supports mission-centered leadership through thoughtful communication, stewardship, and coordination across schoolwide initiatives. It provides direct support to the President and leads the internal infrastructure of the President’s office, including high-level administrative and logistical planning. The Executive Assistant for Mission and Strategic Operations also manages project coordination for Board of Trustees operations and committee work, helping to advance the strategic direction and governance of the school. This role requires flexibility and the ability to adapt to the demands of an ever-changing school environment. In addition to its mission and governance responsibilities, this role supports HR processes including onboarding, personnel records, and employee benefits administration, working closely with the Director of Finance & Operations to ensure operational clarity and consistency. By holding a central, highly relational position at the crossroads of leadership, mission, and day-to-day operations, the Executive Assistant plays a critical role in shaping and enhancing the overall culture of the school—fostering a community where care, professionalism, and purpose are lived out daily. The Executive Assistant for Mission and Strategic Operations serves as a welcoming and professional first point of contact for the President’s office, offering hospitality to guests and visitors in a manner that reflects the values of the school, and handles sensitive information with the highest degree of confidentiality and professional discretion. Key Responsibilities Strategic Projects & Institutional Planning Supports the implementation and tracking of schoolwide strategic initiatives as outlined by the President and Leadership Team. Coordinates internal timelines, schedules, and communication plans related to institutional projects. Assists with the organization, documentation, and follow-up for cross-functional strategic initiatives and schoolwide goals. Prepares summaries, briefing materials, and presentations to support institutional planning and decision-making. Collaborates with internal stakeholders to ensure alignment of projects with the school’s mission and long-term vision. School and Development Operations Coordinates logistics, scheduling, and meal arrangements for faculty and staff celebrations, retreats, and Board-related events. Coordinates school-wide information sharing and internal communication among the Leadership Team: President, Principal, Director of Finance & Operations, Director of Advancement, and Director of Graduate Support. Supports planning and execution of faculty/staff meetings and internal initiatives in partnership with the Leadership Team. Supports general operations of the Development Office as needed, including preparation of outreach materials, coordination of major donor mailings, and scheduling of donor visits. Assists with preparation and logistics for schoolwide events including fundraising initiatives, ensuring alignment with school values and strategic goals. Coordinates and trains student ambassadors for campus tours and events as needed. Board of Trustees Manages project coordination for Board committee work in alignment with the school’s governance priorities. Coordinates logistics and prepares materials for Board of Trustees meetings, Executive Committee, and Board Committees. Supports the President in gathering committee and department reports and assembling draft agendas and slide decks; final agendas and strategic direction are set by the President. Maintains careful records of Board documents, meeting notes, and correspondence. Coordinates scheduling, hospitality, and logistics for Board-related retreats and events. Serves as recording secretary for the Board of Trustees, preparing and distributing minutes, organizing materials, and maintaining records in accordance with governance standards. Human Resources Supports the Director of Finance & Operations in the annual process for letters of intent, employment contracts, and employment-related changes by collaborating with the President and Principal to gather necessary information. Drafts and distributes (as requested) letters to new-hires and existing staff, maintaining organized records of communications and signed documents. Collects and organizes all onboarding and employment documents to ensure personnel files are complete, accurate, and in compliance with regulatory and organizational standards. Collects and organizes all required information for the Director of Finance & Operations, who is the keeper of personnel files, ensuring each file is complete at employment commencement. Manages faculty and staff recruitment, application, and hiring process, including all correspondence with candidates and coordination of interviews. Onboards new hires and oversees completion of background check, fingerprinting, and required employment documents and trainings. Serves as primary point of contact for Hub International (health benefits provider) and manages all changes, deadlines, and new details regarding the school’s health benefits. Manages the school’s retirement benefit plans regarding all enrollment, changes, deadlines, and new details. Provides support in the administration and communication of the school’s 403(b) retirement plan. Coordinates and administers annual Open Enrollment, providing accurate and timely information to staff and ensuring compliance with benefit deadlines and eligibility requirements. Manages the Fidelity retirement benefit plans regarding all enrollment, changes, deadlines, and new details. Manages employee contribution determinations during the annual Open Enrollment period. Collaborates with the Director of Finance & Operations on other human resources–related matters. President’s Office Provides strategic and logistical support and management of special projects and institutional priorities identified by the President. Coordinates post-event donor stewardship, including thank-you letters and follow-up calls for the President. Supports donor correspondence and works with the Director of Advancement to coordinate donor meetings for the President. Ensures meeting spaces, agendas, and necessary technology are prepared for both internal and external meetings. Establishes systems to ensure the President is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner. Drafts and edits articles, correspondence, emails, presentations, and speeches. Maintains the President’s online calendar in Outlook; prioritizes requests for the President’s attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances. Provides extensive support to the President, Director of Mission, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the President. Makes and manages all travel arrangements for the President, including airline and hotel reservations, conferences and meeting registrations, transportation, etc. Maintains and manages an organized and logical filing system for all electronic and paper documents. Serves as receptionist for the office of the President: greets guests, responds to questions from faculty, staff, and visitors, manages President’s business communication (phone, email, and mail) applying necessary judgment to determine priorities and importance. Assists in managing the budget for the President’s office, submitting President’s receipts and other appropriate paperwork to the business office. Qualifications Bachelor’s degree or equivalent professional experience required. Minimum of 3–5 years in an executive support, project coordination, or operations role—preferably in a school, nonprofit, or mission-driven environment. Strong alignment with the mission and values of Jesuit education; understanding of and sensitivity to working in a Catholic school context that serves students who qualify for the National School Meals Program. Excellent written and verbal communication skills, with a high level of professionalism, discretion, and emotional intelligence. Proven ability to manage multiple priorities, coordinate projects, and execute tasks independently with accuracy and follow-through. Experience supporting executive leadership and managing confidential information. Strong organizational, planning, and time management skills. Demonstrated successful experience working in settings requiring a high degree of confidentiality and professional discretion. High proficiency with Microsoft Office Suite, Google Workspace, and general office technologies; experience with database systems and scheduling tools preferred. Ability to work collaboratively and compassionately with a diverse range of stakeholders including students, families, donors, and board members. Flexible, proactive, and resilient in a dynamic, fast-paced school environment. Willingness to work occasional evenings or weekends as needed. Valid driver’s license, reliable transportation, and ability to occasionally travel locally for school-related events or errands. Preferred qualifications include experience supporting a school President or Head of School, knowledge of Jesuit education, and proficiency with project management software. St. Andrew Nativity School is an equal opportunity employer and does not discriminate based on race, color, national origin, sex, disability, or age in its programs and activities. Work Environment and Physical Demands Ability to look at a computer monitor for long periods of time. Ability to sit or stand for long periods of time and lift up to 40 lbs. Occasional support for campus event logistics or emergency response as needed Criminal Background Check Per school policy, all offers of employment shall be contingent upon the successful passing of a criminal background check. To Apply Email a cover letter, resume, and references to
info@nativityportland.org
or mail to: ATTN: Job Applications St. Andrew Nativity School 4925 NE 9th Ave Portland, OR 97211
#J-18808-Ljbffr
Full-time/12-month contract with generous vacation Salary Range:
Commensurate with experience, plus health, dental, and vision benefits; disability coverage, life insurance, and retirement savings options. Start Date:
August 2025 Reports to:
President, Director of Mission Organization Summary St. Andrew Nativity School is a tuition-free Catholic, Jesuit middle school serving young people of all faiths from under-resourced backgrounds, empowering them in their spiritual, intellectual, and personal development toward college and career readiness, and fostering in them a commitment to being people for and with others. Our engaged, energetic faculty is committed to helping students be successful academically and in life. Our school is a special place where faculty and staff get to know each student and their family personally. With small class sizes, teachers can personalize instruction and build relationships. Our faculty and staff work as a team with cross-curricular planning, field trips, and programming aimed at expanding students’ horizons. St. Andrew Nativity School is seeking talented people from diverse backgrounds and experiences to join our school community. Individuals of color and those able to speak Spanish are especially encouraged to apply. Visit our website at
www.nativityportland.org
for more information about our school. Applications will be reviewed on a rolling basis, with priority given to those received by July 31st. Position Summary The Executive Assistant for Mission and Strategic Operations works closely with the leadership team at St. Andrew Nativity School, serving as a trusted partner to the President in advancing the school’s Jesuit mission and leading key strategic and operational efforts. This role is deeply embedded in the values and rhythms of the school, ensuring that day-to-day operations and long-term priorities reflect and support our commitment to equity, community, and holistic student formation. This position supports mission-centered leadership through thoughtful communication, stewardship, and coordination across schoolwide initiatives. It provides direct support to the President and leads the internal infrastructure of the President’s office, including high-level administrative and logistical planning. The Executive Assistant for Mission and Strategic Operations also manages project coordination for Board of Trustees operations and committee work, helping to advance the strategic direction and governance of the school. This role requires flexibility and the ability to adapt to the demands of an ever-changing school environment. In addition to its mission and governance responsibilities, this role supports HR processes including onboarding, personnel records, and employee benefits administration, working closely with the Director of Finance & Operations to ensure operational clarity and consistency. By holding a central, highly relational position at the crossroads of leadership, mission, and day-to-day operations, the Executive Assistant plays a critical role in shaping and enhancing the overall culture of the school—fostering a community where care, professionalism, and purpose are lived out daily. The Executive Assistant for Mission and Strategic Operations serves as a welcoming and professional first point of contact for the President’s office, offering hospitality to guests and visitors in a manner that reflects the values of the school, and handles sensitive information with the highest degree of confidentiality and professional discretion. Key Responsibilities Strategic Projects & Institutional Planning Supports the implementation and tracking of schoolwide strategic initiatives as outlined by the President and Leadership Team. Coordinates internal timelines, schedules, and communication plans related to institutional projects. Assists with the organization, documentation, and follow-up for cross-functional strategic initiatives and schoolwide goals. Prepares summaries, briefing materials, and presentations to support institutional planning and decision-making. Collaborates with internal stakeholders to ensure alignment of projects with the school’s mission and long-term vision. School and Development Operations Coordinates logistics, scheduling, and meal arrangements for faculty and staff celebrations, retreats, and Board-related events. Coordinates school-wide information sharing and internal communication among the Leadership Team: President, Principal, Director of Finance & Operations, Director of Advancement, and Director of Graduate Support. Supports planning and execution of faculty/staff meetings and internal initiatives in partnership with the Leadership Team. Supports general operations of the Development Office as needed, including preparation of outreach materials, coordination of major donor mailings, and scheduling of donor visits. Assists with preparation and logistics for schoolwide events including fundraising initiatives, ensuring alignment with school values and strategic goals. Coordinates and trains student ambassadors for campus tours and events as needed. Board of Trustees Manages project coordination for Board committee work in alignment with the school’s governance priorities. Coordinates logistics and prepares materials for Board of Trustees meetings, Executive Committee, and Board Committees. Supports the President in gathering committee and department reports and assembling draft agendas and slide decks; final agendas and strategic direction are set by the President. Maintains careful records of Board documents, meeting notes, and correspondence. Coordinates scheduling, hospitality, and logistics for Board-related retreats and events. Serves as recording secretary for the Board of Trustees, preparing and distributing minutes, organizing materials, and maintaining records in accordance with governance standards. Human Resources Supports the Director of Finance & Operations in the annual process for letters of intent, employment contracts, and employment-related changes by collaborating with the President and Principal to gather necessary information. Drafts and distributes (as requested) letters to new-hires and existing staff, maintaining organized records of communications and signed documents. Collects and organizes all onboarding and employment documents to ensure personnel files are complete, accurate, and in compliance with regulatory and organizational standards. Collects and organizes all required information for the Director of Finance & Operations, who is the keeper of personnel files, ensuring each file is complete at employment commencement. Manages faculty and staff recruitment, application, and hiring process, including all correspondence with candidates and coordination of interviews. Onboards new hires and oversees completion of background check, fingerprinting, and required employment documents and trainings. Serves as primary point of contact for Hub International (health benefits provider) and manages all changes, deadlines, and new details regarding the school’s health benefits. Manages the school’s retirement benefit plans regarding all enrollment, changes, deadlines, and new details. Provides support in the administration and communication of the school’s 403(b) retirement plan. Coordinates and administers annual Open Enrollment, providing accurate and timely information to staff and ensuring compliance with benefit deadlines and eligibility requirements. Manages the Fidelity retirement benefit plans regarding all enrollment, changes, deadlines, and new details. Manages employee contribution determinations during the annual Open Enrollment period. Collaborates with the Director of Finance & Operations on other human resources–related matters. President’s Office Provides strategic and logistical support and management of special projects and institutional priorities identified by the President. Coordinates post-event donor stewardship, including thank-you letters and follow-up calls for the President. Supports donor correspondence and works with the Director of Advancement to coordinate donor meetings for the President. Ensures meeting spaces, agendas, and necessary technology are prepared for both internal and external meetings. Establishes systems to ensure the President is provided with the necessary background information and briefing materials for meetings, events, and speaking engagements; researches, organizes, prepares, and presents information in a clear and concise manner. Drafts and edits articles, correspondence, emails, presentations, and speeches. Maintains the President’s online calendar in Outlook; prioritizes requests for the President’s attention by managing the scheduling of meetings and appointments, coordinates activities and agendas, and uses tact and diplomacy to resolve appointment conflicts due to unforeseen circumstances. Provides extensive support to the President, Director of Mission, completes tasks independently, facilitates communication, and anticipates and addresses the needs of the President. Makes and manages all travel arrangements for the President, including airline and hotel reservations, conferences and meeting registrations, transportation, etc. Maintains and manages an organized and logical filing system for all electronic and paper documents. Serves as receptionist for the office of the President: greets guests, responds to questions from faculty, staff, and visitors, manages President’s business communication (phone, email, and mail) applying necessary judgment to determine priorities and importance. Assists in managing the budget for the President’s office, submitting President’s receipts and other appropriate paperwork to the business office. Qualifications Bachelor’s degree or equivalent professional experience required. Minimum of 3–5 years in an executive support, project coordination, or operations role—preferably in a school, nonprofit, or mission-driven environment. Strong alignment with the mission and values of Jesuit education; understanding of and sensitivity to working in a Catholic school context that serves students who qualify for the National School Meals Program. Excellent written and verbal communication skills, with a high level of professionalism, discretion, and emotional intelligence. Proven ability to manage multiple priorities, coordinate projects, and execute tasks independently with accuracy and follow-through. Experience supporting executive leadership and managing confidential information. Strong organizational, planning, and time management skills. Demonstrated successful experience working in settings requiring a high degree of confidentiality and professional discretion. High proficiency with Microsoft Office Suite, Google Workspace, and general office technologies; experience with database systems and scheduling tools preferred. Ability to work collaboratively and compassionately with a diverse range of stakeholders including students, families, donors, and board members. Flexible, proactive, and resilient in a dynamic, fast-paced school environment. Willingness to work occasional evenings or weekends as needed. Valid driver’s license, reliable transportation, and ability to occasionally travel locally for school-related events or errands. Preferred qualifications include experience supporting a school President or Head of School, knowledge of Jesuit education, and proficiency with project management software. St. Andrew Nativity School is an equal opportunity employer and does not discriminate based on race, color, national origin, sex, disability, or age in its programs and activities. Work Environment and Physical Demands Ability to look at a computer monitor for long periods of time. Ability to sit or stand for long periods of time and lift up to 40 lbs. Occasional support for campus event logistics or emergency response as needed Criminal Background Check Per school policy, all offers of employment shall be contingent upon the successful passing of a criminal background check. To Apply Email a cover letter, resume, and references to
info@nativityportland.org
or mail to: ATTN: Job Applications St. Andrew Nativity School 4925 NE 9th Ave Portland, OR 97211
#J-18808-Ljbffr