Executive Administrative Assistant

Position:Executive Administrative Assistant

Location: Chippewa Falls, WI

Job :166

# of Openings:1

Organization: McDonell Area Catholic Schools

McDonell Area Catholic Schools is seeking an Executive Administrative Assistant to support our Central Office and President. This role is ideal for someone who enjoys variety, stays organized without needing reminders, and wants their work to make a meaningful impact within a mission-driven school system.

As the first face and voice people encounter when contacting our Central Office, a warm and helpful attitude is essential. You will manage the President’s calendar and correspondence, coordinate meetings across our five campuses, oversee our Scrip fundraising program, ensure compliance with safe environment and vehicle safety requirements, and assist with enrollment and HR support as our system continues to grow.

No two days are the same. One morning you might reconcile Scrip inventory, and by afternoon prepare an agenda for an Education Commission meeting or assist a new family with enrollment. If you enjoy being trusted with real responsibility and keeping things moving smoothly, we would love to hear from you.

• Serve as the first point of contact for the Central Office, welcoming visitors and directing calls, emails, and inquiries appropriately
• Maintain the system calendar in collaboration with Administration
• Build agendas and keep minutes for Systems meetings, Education Commission meetings, and Administrative Assistant meetings
• Prepare the conference room for meetings and trainings
• Process correspondence and handle reporting and filing for the President
• Order supplies and manage Amazon orders for the Central Office and system
• Update and distribute Central Office forms (PO requests, Safe Environment paperwork, and similar documents)
• Assist the Business Manager, HR, and President with filing and storage systems
• Step in to help other Central Office staff during busy periods

• Provide administrative support to the Enrollment and HR functions as needed

• Serve as the main point of contact for Scrip sales at the MACS office
• Take weekly inventory, reconcile accounts, and place orders with national and local vendors
• Prepare weekly sales and inventory reports following internal financial controls
• Generate and distribute family, school, and parish credit reports
• Recruit and organize volunteers to keep paid staff time on Scrip at 15% or less
• Coordinate the Central Office summer Scrip schedule and update the Volunteer Handbook annually
• Own Safe Environment compliance, documentation, and filing
• Coordinate annual training for staff and volunteers
• Manage the annual audit (due March
  1)
• Act as secretary for the Safety and Emergency Procedures Committee, including scheduling, agendas, and minutes

• Oversee Diocesan Vehicle Safety program compliance and documentation
• Coordinate required driver training for staff and volunteers
• Work with the Controller and Facilities Manager to maintain communication and compliance

• Administrative Assistant certification or equivalent hands-on experience
• Comfort with office technology and data management
• Strong customer service and communication skills
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook)
• Solid organizational skills and ability to juggle competing priorities
• A commitment to the mission and vision of McDonell Area Catholic Schools
• Practicing Catholic preferred

This position reports directly to the MACS President.

McDonell Area Catholic Schools is a five-campus Catholic school system serving Chippewa Falls, Wisconsin. We are looking for individuals who want to be part of something bigger than just a job.