Siena Catholic Schools Executive Administrative Assistant

Siena Catholic Schools of Racine•Racine, WI

12d•Onsite

About The Position

Siena Catholic Schools of Racine is seeking an Executive Administrative Assistant to provide high-level executive and operational support to the President, Chief of Operations, and Board of Directors. The role serves as a strategic operational partner and a primary conduit of communication between Siena’s internal systems and the external community. It calls for exceptional judgment, anticipation, adaptability, discretion, and the ability to support the continued growth of Catholic education in Racine. The position combines executive office coordination with operational support. Duties include preparing correspondence and reports, managing meeting requests and travel arrangements, maintaining executive budgets and records, supporting board and committee meetings, coordinating purchasing and vendor communications, facilitating events, and handling office and conference-space upkeep. The Executive Administrative Assistant reports to the President and works frequently with Siena colleagues, school staff, students, families, and the public. The role is performed indoors in a standard office setting, with occasional exposure to outdoor weather and bloodborne pathogens.

Requirements

At least five years of experience as an administrative assistant, secretary, or in a similar executive support role.
An associate’s or bachelor’s degree in Business Administration, Finance, Communications, or a related field; significant relevant experience may substitute for formal education.
Exceptional organizational skills, strong communication abilities, discretion, and the ability to work independently.
Ability to communicate effectively verbally and in writing and respond to inquiries from students, families, staff, parishes, and the public.
Ability to read and interpret budgets, financial documents, safety rules, operating instructions, data, and policy and procedure manuals.
High proficiency in Microsoft Office Suite and Google Drive applications, internet browsers, AI tools, virtual collaboration platforms, and creative design platforms such as Canva.
Ability to create brochures and flyers, build a board agenda using an online platform, and type accurately and proficiently.
Ability to exercise initiative and independent judgment, anticipate needs and deadlines, manage follow-ups, and take accountability for outcomes.
Ability to adapt to changing priorities, urgent matters, and multiple complex workflows while maintaining accuracy and professionalism.
Ability to exercise discretion and confidentiality, communicate diplomatically, build relationships, and handle concerns tactfully.
Ability to design and maintain systems for scheduling, correspondence, board materials, and executive documentation, and to manage complex calendars.
Ability to work effectively with diverse stakeholders, including board members, leaders, staff, families, students, community members, vendors, law enforcement, and other agencies.
Ability to work with constant interruptions and minimal supervision and to work longer hours as needed.
Valid Wisconsin driver’s license and ability to obtain a valid CPR/First Aid card, with certificates as determined by the school system.
Ability to meet the role’s physical requirements, including regularly lifting or moving up to 15 pounds and occasionally up to 20 pounds.

Nice To Haves

Prior successful experience working in Catholic education within a school office setting.
Spanish-language fluency and ability to translate.

Responsibilities

Prepare correspondence, electronic announcements, communications, newsletters, budgets, minutes, reports, surveys, and other documents.
Answer inquiries, direct callers to the appropriate office or director, greet visitors, screen calls, and relay messages.
Manage meeting requests and arrange travel and lodging.
Manage the President’s and Chief of Operations’ budgets; process invoices and purchase orders; and make calls and arrangements to close out projects.
Create proposals for special projects.
Attend board meetings, manage the online agenda, and take notes at Operations Committee meetings.
Compile statistics and data and prepare reports for the Archdiocese of Milwaukee, the Racine Parental Choice Program, and other recipients as needed.
Support operations by managing purchase orders, bids, estimates, invoices, and work orders; communicating with vendors; and coordinating with finance to ensure budget-policy compliance.
Respond to office correspondence as requested and take initiative on projects, tasks, and ideas.
Manage requisition of services, equipment, and meeting space.
Coordinate communication, organizational preparation, and hospitality for hosted meetings.
Order and manage office supplies.
Facilitate events related to the President’s role or as directed by the President.
Handle incoming mail delivery and prepare outgoing bulk and first-class mail using appropriate mail codes.
Operate office equipment, including a copier, printer, and computer.
Maintain organized files and update mailing lists.
Perform basic cleaning and general upkeep of the office and conference space, including weekly upkeep of the office and Siena’s conference room.
Connect with vendors, create purchase orders, and process invoices to support Operations.
Perform other duties assigned by the President and Chief of Operations.
Travel to schools for projects, deliveries, and executive meeting setups.
Attend evening and weekend meetings and events as required.