Siena Catholic Schools Executive Administrative Assistant

Executive Administrative Assistant

Siena Catholic Schools of Racine is seeking a dynamic and versatile Executive Administrative Assistant at Siena Catholic Schools of Racine. The primary responsibilities of this position are to provide executive administrative functions as they relate to Siena's President, Chief of Operations and Board of Directors; providing high-level executive functions that support the system. The Executive Administrative Assistant serves as the strategic operational partner, not solely a clerical support role. This position requires exceptional judgment, anticipation, adaptability, and discretion while operating at the highest level of system leadership.

Scope and Summary: The Siena Catholic Schools Executive Assistant will play an integral role in the organizational strength of the Siena Catholic Schools as the primary conduit of communication to many of Siena's internal systems and the external community. The primary responsibilities of this position are to provide executive administrative functions as they relate to Siena's President, Chief of Operations and Board of Directors; providing high-level executive functions that support the system. The Executive Administrative Assistant serves as the strategic operational partner, not solely a clerical support role. This position requires exceptional judgment, anticipation, adaptability, and discretion while operating at the highest level of system leadership.

Essential Duties & Responsibilities: The Executive Assistant must have impeccable written and verbal communication skills, a strong ability to multitask, a friendly demeanor, proficiency in budgetary processes and procedures, ability to take detailed notes, create agendas and process written correspondences as directed, ability to travel to schools for projects, deliveries, set ups for executive meetings and have a commitment to working in support of the continued growth of Catholic education in Racine.

• General Office Support & Coordination 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.
• Support Operations.
  • 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.
  • Office space and Siena's conference room weekly.
• 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.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education: 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.
• Essential Qualifications Beyond Education: At least 5 years' experience as an administrative assistant, secretary, or in a similar executive support role. Prior successful experience working in Catholic education within a school office setting is preferred.
• Soft Skills: Exceptional organizational skills, high-level communication abilities, discretion, and the ability to work independently.
• Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict, maintaining confidentiality, actively listening, maintaining a professional demeanor, remaining open to others' ideas, and 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 and a desire and motivation to work with Siena's leaders, staff, families and member parishes to preserve and further enhance its legacy.
• Language Skills : 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.
• Organizational and Reasoning Skills : 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.
• Computer Skills : 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.
• Initiative & Independent Judgment: 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.
• Agility & Adaptability: 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).
• Proactive Leadership Support: 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.
• Strategic Communication & Relationship Management: 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.
• Organizational & Systems Thinking: 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.
• Professional Presence & Emotional Intelligence: 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.
• Other Skills and Abilities : 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. Spanish language fluency and the ability to translate are preferred, but not required.
• Flexibility : Will be required to attend evening and weekend meetings and events.
• Certificates, Licenses, Registrations : Certificates as determined by the school system including a valid