Administrative Assistant to the Director of Early Learning

The Xavier Catholic Schools Director of Early Learning is hiring an Administrative Assistant! This is a full-time, hourly position based on the Xavier Catholic Schools Central Office.

Faith & Mission Statement Commitment: Xavier Catholic Schools forms disciples unafraid to follow Jesus Christ. As part of this Christ-centered educational system this position helps build and support a professional culture rooted in Catholic values across all Xavier Schools

The administrative assistant is expected to model and promote the mission of forming disciples unafraid to follow Jesus Christ. The HR Manager fosters a Christ-centered, respectful, and ethical work environment and upholds Catholic identity through every aspect of their leadership and decision making.

Position Summary: The Administrative Assistant to the Director of Early Learning provides comprehensive administrative and operational support for a multi-site early childhood education program. This position supports centralized coordination across all locations, ensuring consistency in communication, compliance, enrollment processes, and administrative systems.

The Administrative Assistant serves as a liaison between the Director, site leaders, families, staff, and community partners, helping ensure efficient operations and alignment with the organization’s mission, policies, and regulatory requirements.

Essential Functions and Key Responsibilities:

Executive and Administrative Support

1. Provide direct administrative support to the Director of Early Learning.
2. Manage the Director’s calendar across multiple sites, including meetings, site visits, and events.
3. Prepare reports, correspondence, presentations, and program documentation.
4. Coordinate leadership meetings and cross-site communications.
5. Maintain organized digital and physical filing systems for multi-site operations.
6. Provide direct administrative support to the Director of Early Learning.
7. Manage the Director’s calendar across multiple sites, including meetings, site visits, and events.
8. Prepare reports, correspondence, presentations, and program documentation.
9. Coordinate leadership meetings and cross-site communications.
10. Maintain organized digital and physical filing systems for multi-site operations.

Multi-Site Operations Support

1. Provide direct administrative support to the Director of Early Learning.
2. Manage the Director’s calendar across multiple sites, including meetings, site visits, and events.
3. Prepare reports, correspondence, presentations, and program documentation.
4. Coordinate leadership meetings and cross-site communications.
5. Maintain organized digital and physical filing systems for multi-site operations.

Family and Enrollment Services

1. Oversee the annual employee performance review process, coordinating with supervisors and administrators to ensure timely, consistent, and mission-aligned evaluations
2. Develop, organize, and manage system-wide annual training programs, including compliance training, professional development, and faith formation opportunities for staff
3. Monitor completion of required trainings and provide support to ensure all employees meet training expectations

Compliance and Licensing Support

1. Assist with maintaining licensing, accreditation, and regulatory documentation for all sites.
2. Track required child and staff records (immunizations, background checks, training hours, etc.).
3. Support preparation for inspections, audits, and monitoring visits.
4. Maintain confidentiality in handling sensitive student and personnel information.

Financial and HR Coordination

1. Assist with tuition processing, billing support, and payment tracking across sites.
2. Support payroll documentation and timekeeping processes.
3. Maintain personnel files and onboarding documentation for staff at all locations.
4. Support grant documentation and reporting, if applicable.

Qualifications:

Education and Experience:

1. Associate’s or Bachelor’s degree in Business Administration, Education, or related field preferred.
2. 3 years of administrative experience required; experience in education or multi-site operations preferred.

Skills and Competencies:

1. Strong organizational and project management skills.
2. Ability to coordinate across multiple locations and stakeholders.
3. Excellent written and verbal communication skills.
4. Proficiency in Microsoft Office Suite and/or Google Workspace; experience with student information systems preferred.
5. High attention to detail and strong problem-solving skills.
6. Ability to manage confidential information with discretion.
7. Ability to work independently while supporting a distributed team.

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PHYSICAL DEMANDS:

While performing the duties of this job, the employee is required to stand, walk, talk, reach, sit, hear, handle and perform repetitive motions of the hands/wrists.  Lifts and moves items up to 20 pounds. 

The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORKING ENVIRONMENT:

Office-based with regular travel between program sites as needed, with frequent interaction with young children, families, and staff. Occasional evening or weekend work for events or deadlines.