Executive Assistant / Administration Leader
Full Time, Ongoing, Lutheran Schools Officer Grade 3
Commencing Early November 2025
Position Scope
Purpose
The Executive Assistant/Administration Leader is part of the Administration team. The main role is to support both the Principal and Business Manager in the efficient running of St Jakobi. This diverse role also includes oversight of key marketing and communication as well as financial and administrative support to staff, families and the entire St Jakobi community.
Working Relationships
The Executive Assistant reports to the Principal. The Executive Assistant works closely with, and takes direction from, the Principal, Business Manager and Assistant Principal for day-to-day work activities.
Key Responsibilities
Executive Support
- Provide high-level confidential administrative support to the Principal and Business Manager in all aspects of their daily activities.
- First point of contact for the Principal
- Manage diaries, appointments, meetings, travel arrangements and correspondence.
- Assist with documentation, presentations, reports and school-wide communications.
- Screen and prioritise emails, calls and requests, responding where appropriate.
- Organise agendas and take minutes for leadership as required.
Administrative & Financial Support
- Lead the Administration staff team
- Be the second person to deal with incoming telephone calls
- Assist the Administration staff with filing of papers and records
- Coordinate daily workflow, schedules and priorities for both the Principal and Business Manager.
- Liaise with internal and external stakeholders including staff, parents, students, contractors and the school community.
- Contribute to accurate information management and compliance by maintaining a variety of information systems, policies and records.
- Support the preparation of reports, documentation and communications required by governing bodies or school leadership.
- Distribute the Daily Notices to communicate any important notices/changes
- Maintain accurate staff information and records
- Support and assist in managing Payroll/Family Accounts/Receipting and Bank Reconciliations
· Administer tuition fee accounts, including payment plans and direct debit arrangements.
· Apply discounts and concessions as per policy
· Liaise with families regarding billing queries and payment options
- Assist the Business Manager in the end-of-year rollover processes and fee billing to family accounts
- Actively participate in the streamlining of administrative systems and procedures through continuous improvement activities.
- Provide back up support for other administration roles as required.
- Provide support to the First Aid Officer as required
Marketing & Communications
- Develop, schedule and manage school-wide communication channels including newsletters, website updates, social media platforms and school promotional material.
- Design and create engaging promotional content that reflects the school's values and community culture.
- Coordinate events marketing and assist with public relations and enrolment marketing campaigns.
- Collaborate with leadership and teaching staff to promote key messages and activities.
- Ensure consistency in branding, voice and tone across all platforms and publications.
Enrolment and Community Engagement
- Manage enrolment processes and promote school tours and open days.
- Support management in the coordination of events and school functions in relation to bookings and catering as required
- Be a friendly and professional first point of contact for prospective families
- Work closely with the Principal to build relationships with local media and community networks.
Key Selection Criteria
Essential
- Demonstrated experience in a senior administrative, executive assistant, or PA role.
- Minimum of 1-2 years of administration experience.
- Strong organisational and time-management skills, with the ability to manage competing demands.
- Excellent written and verbal communication skills.
- Proven experience in marketing, communications or public relations
- High level of discretion and confidentiality.
- Proficiency in Microsoft Office Suite, social media platforms, and basic design tools (e.g. Canva, Adobe Express)
- Relevant qualifications, including current First Aid, CPR, RHAN and WWCC.
- Certificate or Diploma level educational qualification required.
- Australian work rights are required for this position.
Desirable
- Experience working in a school or educational environment.
- Familiarity with school management systems or database platforms (FACTS)
- Event coordination or community engagement experience.
Personal Attributes
- Warm, professional and approachable manner.
- Strong initiative and problem-solving skills.
- High attention to detail and commitment to quality work.
- Ability to work collaboratively and independently.
- Alignment with the Christian values and ethos of the school.
If you're ready to contribute your skills and heart to a supportive, faith-filled community, we'd love to hear from you.
Applications close: 4pm Monday 13th October 2025
How to apply: Interested candidates are invited to contact admin@stjakobi.sa.edu.au for our position description, then submit a cover letter, their resume and a response to the position description.