Siena Catholic Schools of Racine · 1 day ago
Siena Catholic Schools Executive Administrative Assistant
Racine, WI, US
Full-time
Onsite
Senior Level
$20/hr - $25/hr
5+ years expSiena Catholic Schools of Racine is seeking a dynamic and versatile Executive Administrative Assistant. The role involves providing high-level executive administrative functions to support the President, Chief of Operations, and Board of Directors, requiring exceptional judgment and discretion while operating at the highest level of system leadership.
Primary/Secondary Education
Responsibilities
Prepare correspondence, electronic announcements, communications, newsletters, budgets, minutes, reports, surveys, and other miscellaneous typing
Answer inquiries with knowledge of programs or direct the caller to the appropriate director/office
Greet visitors and direct them to appropriate offices
Answer and screen phone calls. Record and relay messages
Manage meeting requests
Make travel and lodging arrangements
Manage the President’s and Chief of Operations budgets
Process all invoices and purchase orders
Make necessary calls and arrangements to facilitate closure on the projects
Create proposals for special projects
Attend and drive the online agenda at all board and
Attend and take notes for the Operations Committee meetings
Compile statistics and data and produce reports for the Archdiocese of Milwaukee, Racine Parental Choice Program, and others as needed
Manage purchase orders, bids, estimates, invoices, and work orders
Communicate with vendors
Communicate with finance to ensure compliance with the budget polices
Respond to office correspondence as requested and needed
Takes initiative for projects, tasks, ideas
Manage requisition services, equipment, and meeting space as needed
Manage communication, organizational prep, and hospitality responsibilities for hosted meetings
Order and manage office supplies
Facilitate events related to the President’s role or as directed by the President to support events
Facilitate mail delivery of incoming mail and posting of outgoing bulk and first-class mail using appropriate mail codes
Operate office machinery necessary to the functioning of the office, including a copy machine, printer, computer, etc
Maintain current, well-organized files
Maintain and update mailing lists
Basic cleaning (dusting, vacuuming, trash removal) and general upkeep of the office and conference space
Provides support to Operations by connecting with vendors, creating purchase orders, and processing invoices
Other items as assigned by the President and Chief of Operations
Qualification
Required
Associate's or Bachelor's degree in Business Administration, Finance, Communications, or a related field is required. Significant relevant experience may be eligible for substitution for formal education
At least 5 years' experience as an administrative assistant, secretary, or in a similar executive support role
Exceptional organizational skills
High-level communication abilities
Discretion
Ability to work independently
Works well with others from diverse backgrounds
Focuses on solving conflict
Maintaining confidentiality
Actively listening
Maintaining a professional demeanor
Remaining open to others' ideas
Contributing to building a positive team spirit
Demonstrates ability to work successfully with the Board of Trustees, Board of Directors, youth, staff and the public at large
Respect for the unique heritage of Catholic education in Racine
Desire and motivation to work with Siena's leaders, staff, families and member parishes to preserve and further enhance its legacy
Ability to communicate effectively both verbally and in writing
Ability to respond to common inquiries from students, school families, staff, parishes, or members of the public
Ability to read and interpret documents such as budgets, finances, safety rules, operating instructions, operational needs, data, and policy/procedure manuals
Highly organized and accountable
Ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form
Ability to deal with problems involving several concrete variables in standardized situations
High proficiency in Microsoft Office Suite and Google Drive (Excel, Word, Sheets, Docs, Slides, etc), internet browsers, and increasingly, AI tools and virtual collaboration platforms and creative design platforms such as Canva
Able to create brochures, flyers, and build the Board agenda using an online platform
Ability to type accurately and proficiently
Proactively identifies needs, risks, and opportunities before they escalate or reach the President and/or Chief of Operations
Acts with confidence and sound judgment in initiating tasks, follow-ups, and decisions within established authority
Anticipates upcoming deadlines, board actions, district priorities, and communication needs without being prompted
Demonstrates ownership of responsibilities and accountability for outcomes
Thrives in a fast-paced, high-visibility environment with shifting priorities
Quickly pivots in response to urgent matters, sensitive situations, or changing leadership directives
Manages multiple complex workflows simultaneously while maintaining accuracy and professionalism
Adapts communication style and approach to diverse stakeholders (board members, leaders, staff, families, community partners)
Serves as a trusted gatekeeper, prioritizing access, information flow, and time management
Anticipates questions, prepares briefing materials, and ensures supervisors are consistently well-informed and prepared
Tracks commitments, action items, and follow-ups to ensure continuity and execution
Identifies process improvements and efficiencies to enhance executive operations
Exercises exceptional discretion and confidentiality with sensitive information
Communicates clearly, diplomatically, and professionally on behalf of Siena
Builds strong working relationships across departments and with external community members
Diffuses issues tactfully and redirects concerns through appropriate channels
Designs and maintains systems for scheduling, correspondence, board materials, and executive documentation
Manages complex calendars with foresight, understanding district priorities and political sensitivities
Ensures alignment between the President's goals and daily operational support
Demonstrates composure, emotional intelligence, and professionalism under pressure
Reads situations accurately and responds with tact, empathy, and sound judgment
Serves as a steady, reliable presence representing Siena Catholic Schools and the office of the President
Ability to appropriately communicate with students, school families, staff, and members of the public, including vendors, law enforcement and other agencies
Ability to exercise good judgment and work in an environment with constant interruptions and minimal supervision
Ability to work longer hours, as needed
Certificates as determined by the school system including a valid Wisconsin Driver's License and the ability to obtain a valid CPR/First Aid card
Preferred
Prior successful experience working in Catholic education within a school office setting
Spanish language fluency and the ability to translate
Company
Siena Catholic Schools of Racine
Seven Schools - 11 Parishes - One Community Siena Catholic Schools of Racine unites the area’s six Catholic elementary schools (John Paul II Academy, Our Lady of Grace Academy, St.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Dr. Parisa Meymand
Chief Academic Officer
Kimberly Gardner
Chief Advancement Officer
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