Executive Administrative Assistant

Executive Administrative Assistant

Bridgeport Public Schools – Human Resources Department

45 Lyon Terrace, Room 324

Bridgeport, CT 06604

Salary Range: $65,000 – $72,000

Duration:
Unaffiliated, 12 months

General Statement of Duties: Reporting directly to the Assistant Superintendent of Human Capital, the Executive Administrative Assistant provides high‑level administrative and operational support to ensure the efficient functioning of the Human Resources Department. This position serves as the primary point of contact for internal and external stakeholders, oversees front‑desk operations, manages department communications, scheduling, and budget tracking, and coordinates key meetings across HR, Payroll, Grants, and Finance.

The Executive Administrative Assistant must exercise discretion, confidentiality, and exceptional organizational skills in managing sensitive personnel information and complex workflows.

Essential Duties and Responsibilities:

• Provides direct administrative support to the Assistant Superintendent of Human Capital, including scheduling meetings, preparing correspondence, and managing confidential documents.
• Serves as the primary point of contact and professional representative at the HR front desk, greeting visitors, answering calls, and directing inquiries to the appropriate staff.
• Oversees day‑to‑day front‑office operations, ensuring excellent customer service to employees, applicants, and external partners.
• Drafts, edits, and disseminates internal and external communications on behalf of the Human Capital Office.
• Coordinates logistics, materials, and follow‑up for district‑wide HR initiatives, presentations, and reports.
• Tracks key deadlines and deliverables related to personnel, compliance, and departmental goals.
• Maintains strict confidentiality of personnel records, investigations, and administrative decisions.
• Develops and distributes agendas and minutes for regular HR Department meetings.
• Schedules and coordinates recurring meetings among HR, Payroll, Grants, and Finance departments to ensure alignment on processes and data integrity.
• Prepares meeting materials and maintains action item logs to ensure follow‑up and accountability.
• Manages office supplies, purchasing, and department budget tracking in collaboration with HR and Finance teams.
• Coordinates department‑wide filing systems, digital records, and staff directories to support compliance and efficiency.
• Assists with organizing professional learning, staff events, and recognition initiatives coordinated by the HR Department.
• Supports preparation of reports and documents for the Assistant Superintendent, Superintendent, Board of Education, auditors, and state agencies as needed.
• Assists with data collection and entry into HR systems to support operational needs.
• Tracks departmental expenditures and assists with purchasing requisitions and vendor payments in accordance with district policy.

Skills, Knowledge, Qualifications,

Experience:

• Associate or bachelor’s degree in business administration, human resources, or related field preferred.
• Minimum of three years of administrative or executive support experience, preferably in a school district or public agency.
• Strong interpersonal and communication skills.
• Demonstrated ability to handle confidential information with discretion.
• Proficiency with Microsoft Office Suite, Google Workspace, and enterprise systems (e.g., MUNIS).
• Exceptional organizational and time‑management skills.
• Ability to manage multiple priorities and deadlines in a fast‑paced environment.
• Professional demeanor and commitment to customer service excellence.

This job description is not, nor is it intended to be, a complete statement of all duties, functions, responsibilities, qualifications, physical, and cognitive, which comprise this position. The above is intended to be a fair representation of the "typical" demands of the position. In all cases, these relationships, functions, and their applications are subject to change by the Superintendent.

It is the policy of the Bridgeport Board of Education not to discriminate because of race, color, sex, sexual orientation, marital status, religion, age, national origin, ancestry, physical disability, present or past mental disorder, or learning disability, in any of its educational programs, activities or employment practices. The Bridgeport Board of Education is an affirmative action/equal opportunity employer.