Executive Assistant, Administration and Finance

POSITION TYPE: Exempt, Non-Aligned, Salary, 12 months, Full Time 

SALARY RANGE: $85,000 - $95,000

QUALIFICATIONS- REQUIRED: 

• Bachelor’s Degree in business or related field
• Three to five years of experience in a similar role, public school experience preferred
• Or an equivalent combination of education and experience
• Strong organizational and time management skills, ability to multi-task in a complex environment, manage multiple projects simultaneously, and meet deadlines for completion
• Outstanding customer service/interpersonal skills; ability to communicate orally and in writing, respond to complaints, answer questions and resolve disputes in a professional, courteous manner
• Ability to work independently and collaboratively
• Outstanding communication skills – can write succinctly and clearly using proper grammar, and can present information in a simple, readable format
• Working knowledge of laws related public administration and finance, desirable
• Proficient using technology including Microsoft Office suite, particularly EXCEL, WORD, and PowerPoint, Google Apps, and other scheduling and presentation tools
• Strong numeracy acumen and analytical skills 

PHYSICAL DEMANDS: 

Physically capable of carrying out the daily responsibilities of the office including (but not limited to): consistent attendance; stand; walk; use hands to manage tools and equipment; reach with hands and arms; sit for prolonged periods at a desk while working on a computer. The employee must occasionally lift/or move up to 30 pounds. Some evening and occasional weekend work may be required. 

POSITION OVERVIEW: 

The role of Executive Assistant to the Deputy Superintendent, OAF is to manage, coordinate, and support a wide variety of complex tasks and projects for the Office of Administration and Finance as well as ensure that information is communicated timely to stakeholders on behalf of the Deputy Superintendent. 

Primary Duties and Responsibilities: 

• Serves as the liaison between the Deputy Superintendent and a diverse group of stakeholders including public officials, Town Departments, administrators, faculty, staff, parents, governmental agencies, and vendors
• Supports the Deputy Superintendent and the OAF Leadership Team with both complex and routine administrative and technical tasks and projects
• Serves as the initial contact/resource person for the Office of Administration and Finance 
• Composes, proofreads, edits, copies, and distributes correspondence, reports, newsletters and other documents in a neat, clear, visually appeal way
• Coordinates and schedules a variety of activities for the Deputy Superintendent, (i.e. meetings, workshops, travel and accommodations, calendar, etc.)
• Maintains the Office of Administration and Finances website pages ensuring data and documents are current, clear and visually appealing 
• Prepares requisitions and orders supplies and materials for OAF
• Manages the Financial Assistance Program for the District
• Reviews and prepares contracts to ensure standard terms, conditions, and a clear scope of work are included in the document prior to submission for approval
• Assists in preparation for negotiations, and engages in other confidential personnel and legal matters
• Conducts research on a varity of topics and prepares reports and analysis to help inform decisions
• Is well versed in routine processes and standard operating procedures and acts as a resource to staff seeking advise and support
• Attends Finance and Facility meetings and logs follow-up tasks. Gathers information to respond to requests and prepares schedules, analysis, charts, and reports for meetings 
• Assist the Deputy Superintendent in developing reports and presentations for public meetings 
• Coordinates the preparation, formation, and distribution of the school district’s budget and accompanying documents 
• Ensures routine monthly and annual tasks and reports are complete and submitted on time
• Other tasks as assigned by the Deputy Superintendent

***All employees must be vaccinated and maintain full vaccination as a condition of employment or work as an on-site vendor/contractor, unless they receive approval for a documented medical or religious exemption in accordance with relevant state and/or federal law. For a full copy of the Covid-19 vaccination policy please click here. 

The Public Schools of Brookline is especially interested in qualified candidates who can contribute through their teaching or practice to the diversity and excellence of the PSB community. 

The Public Schools of Brookline is an equal opportunity/affirmative action employer. Members of underrepresented groups and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Salary : $85,000 - $95,000