Business Office Administrative Assistant $68,000-$70,000

Description

Website: www.sfhs.net

FLSA Status: Non-exempt
Effective Date: 07/01/2025
Job Title: Business Office Administrative Assistant
Job Level: Individual Contributor
Hiring Manager Job Title: President
Employment Status: Full-time, 40 hours, 12-month position
Salary: $68,000 0 $70,000
Primary Location: La Canada Flintridge, CA

Job Summary
The Business Office Administrative Assistant serves as the primary administrative support for the President and Business Office, ensuring smooth day-to-day operations through expert organization, discretion, and professionalism. This role requires strong communication, organizational skills, and the ability to manage high-level administrative tasks, including calendar management, donor relations, financial record-keeping, cross-departmental coordination, and confidential executive support. The individual in this role must be adaptable, proactive, and capable of handling multiple priorities while maintaining confidentiality and professionalism in a fast-paced educational environment.

The ideal candidate:

• Manages complex schedules, calendars, and appointments with precision and efficiency.
• Communicates professionally and effectively across all levels of the organization, including faculty, staff, donors, and board members.
• Demonstrates strong problem-solving skills and the ability to anticipate the needs of the Business Office, President, and school leadership.
• Upholds the highest level of confidentiality and discretion when handling sensitive information.
• Collaborates seamlessly across multiple departments, ensuring smooth coordination of executive and business office functions.
• Utilizes advanced technical proficiency in Microsoft Office Suite, Raiser’s Edge, Blackbaud, and other database management tools.
• Organizes office functions, events, and donor relations with meticulous attention to detail.
• Maintains a professional demeanor that aligns with the school’s Catholic mission and Franciscan values.

Primary Job Duties

1. Executive Support & Administrative Coordination
   1. Cross collaborate and provide support for the business office, development office, operations and human resource departments.
   2. Handle high-level correspondence, email communication, and internal messaging for the President’s Office.
   3. Maintain and manage the President’s calendar, scheduling meetings, appointments, and travel arrangements.
   4. Oversee call screening, call forwarding and voicemail management to streamline communication.
   5. Manage confidential documentation and financial records related to donor gifts and school operations.
   6. Prepare agendas, compile reports, take meeting minutes, and follow up on action items.
2. Donor Relations & Development Support
   1. Assist the Development Office with fundraising logistics, donor outreach, and stewardship tracking.
   2. Collects and processes donations for prayer and Mass cards ensuring accurate record-keeping, providing receipts and communicating to Friars.
   3. Maintain accurate donor records, gift acknowledgments, and financial tracking in Raiser’s Edge and Blackbaud.
   4. Prepare donor communication, mail merges, and acknowledgment letters.
   5. Support the coordination of fundraising campaigns, board meetings, and school advancement initiatives.
3. Office & Facilities Management
   1. Ensure upkeep of shared spaces such as the kitchen, meeting rooms, and reception areas.
   2. Maintain a professional, organized office environment.
   3. Order supplies, manage office inventory, and oversee equipment maintenance.
   4. Organize storage area for letterhead and stationary.
4. Event Planning & Board Meeting Coordination
   1. Arrange refreshments, catering, and technical setup for high-level meetings.
   2. Coordinate logistics for board meetings, executive retreats, and donor engagement events.
   3. Prepare and distribute meeting materials, agendas, and minutes.
5. Activities
6. Daily interaction with faculty, staff, donors, and community members.
7. Frequent data entry, document management, and record-keeping.
8. High-level coordination of scheduling, meetings, and executive functions.
9. Proactive involvement in cross-departmental communication and collaboration.
10. Prepare holiday cards for students to present to donors.
11. Create correspondence to study body leaders for student council positions.
12. Collect nominations for St. Claire/St. Francis awards and arrange gifts.
13. Order clock for new Booster Club president.
14. Work Environment
    1. Occasional early mornings, evenings, and weekend responsibilities for school events, board meetings, and donor engagements.
    2. Professional attire required when representing the President’s Office.
    3. Physical Demands: This role requires frequent communication via email, phone, and in-person, with regular interaction with various groups. It necessitates physical mobility, including climbing stairs and occasional lifting of objects up to 20 pounds.
    4. Requires ability to sit for extended periods, manage multiple tasks, and work in a fast-paced, high-volume office.
    5. Shift Hours: This is a 12 month position. The standard working hours for this role are from 7:30 AM to 4:00 PM. aligning with the school’s operational schedule and ensuring availability during peak activity periods. Evening and weekends may be required.

How to Apply:

Submit your cover letter and resume to HR@sfhs.net.
Complete the Online Employment Application and Transcripts to
SFHS Employment Application
Full Job Description
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.

St. Francis High School is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Requirements

Education and Experience

Required:

• High School Diploma or equivalent required.
• Minimum of 5-7 years of experience as an Administrative Assistant, preferably in an educational, non-profit, or private sector setting.

Preferred:

• Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or a related field.
• Experience working in a faith-based or private school environment.
• Familiarity with fundraising, donor relations, and event coordination.
• Demonstrated proficiency in technology.
• Successful completion of background check and VIRTUS training.

Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.

Information/Application Contact

St Francis High School of La Canada (La Canada)

200 Foothill Blvd

La Canada, CA 91011

HR@sfhs.net