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.

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…