Executive Assistant to the Superintendent

POSITION PURPOSE:

The successful candidate will support and facilitate all areas of work of the Office of the Superintendent and members of the Cabinet, including serving as the recording secretary for the School Board. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs. The ability to interact with staff and patrons in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; must be able to assist in any area needed. A high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

ESSENTIAL FUNCTIONS:

• General secretarial duties for the superintendent’s office (phones, correspondence, greet visitors, and calendar management).

• Screens outside correspondence and communications and resolves complex inquiries with minimal direction.

• Coordinate and manage logistics for district wide events and programs throughout the year, including vendor identification, ordering, set up and distribution.

• Work/collaborate with Central Office and the Administrative team on a variety of initiatives including personnel, events and general requests.

• Support School Board monthly meetings with logistical needs and as the Recording Secretary; Identify and Update Board Policies; coordinate with the Superintendent to facilitate the preparation of all cyclical processes for the School Board.

• Prepares and distributes all School Board materials including but not limited to agendas, materials, and packets.

• Review and summarize miscellaneous reports and documents; prepare background documents, corporation-wide publications and outgoing mail as necessary.

• Gather information from multiple sources to complete local, state and federal reports.

• Organizes and arranges hospitality accommodations for meetings as needed.

• Coordinates a variety of programs and/or activities (e.g. task assignments, meetings, site in-service day activities, workshops, travel and accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.

• Receives and manages requests for facility use rentals.

• Evaluates situations (e.g. involving staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

• Schedules a variety of activities (e.g. meetings, travel arrangements, staff coverage, facilities usage, etc.) for the purpose of assisting in meeting staff needs and efficient utilization of personnel, equipment and facilities.

• Supports assigned cabinet members for the purpose of providing assistance with their administrative functions.

QUALIFICATIONS AND COMPETENCIES

• Bachelor's degree, preferred.

• Experience in a school, preferred.

• Positive attitude and exceptional customer service are essential.

• Advanced technology skills especially with Microsoft Office products and Google technology.

• Strong writing skills, including the ability to edit and compose clearly written documents.

• Task-oriented, organized with the ability to manage multiple tasks while being flexible with a high degree of initiative.

• Excellent prioritizing, organizing, problem solving, and decision-making skills.

• Experience in exercising considerable judgment, tact, and creativity with a high degree of confidentiality. Knowledge of general budget and accounting practices and procedures.

• Ability to communicate using courtesy, sensitivity, and confidentiality, in accordance with state and federal laws.

• Ability to interpret district policies and procedures to parents and employees.

• Ability to establish and maintain effective working relationships with principals, administrators, and all other employees.

• Ability to adapt willingly to frequent changes in activity, priorities, and work schedule.

• Proven project management and organizational skills; strong attention to detail.

• Ability to obtain a notary public certification.

• Motor Vehicle Operator's License or ability to provide own transportation

PHYSICAL REQUIREMENTS

• This position requires frequent sitting, communication (verbal and listening), and the use of hands for fine motor skills.

• The employee is frequently required to reach with hands and arms.

• The employee is occasionally required to stand; walk; and lift and/or move up to 50 pounds.

• Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus.

• Most work is performed in an office.

• Ability to travel to various district sites is required.

• The noise level in the work environment is usually quiet, with constant interruptions.

TERM OF EMPLOYMENT:

12 Month Position; 260 days

SALARY AND BENEFITS

Competitive Salary

11 paid holidays

15 vacation days

3 personal days

10 sick days

PERF eligible