Executive Assistant to Assistant Superintendent of Schools

Chelmsford Public Schools, Chelmsford, Massachusetts

Starting Date: Jan 4, 2027

The Chelmsford Public Schools is now accepting applications for the following anticipated vacancy. The District reserves the right to change this vacancy or not fill this vacancy based on further staffing changes, enrollment, or budget.

Position: Executive Assistant to the Assistant Superintendent of Schools

General Description: The Chelmsford Public Schools is searching for an experienced, reliable, and task-oriented Executive Assistant to the Assistant Superintendent of Schools. The Executive Assistant will work directly with the Assistant Superintendent of Schools and will be responsible for performing several administrative duties in support of the Assistant Superintendent and district-level administrators. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced public school environment.

• Perform diversified secretarial and clerical duties to assist the Assistant Superintendent for Curriculum and Instruction with overall school system functions
• Uphold a strict level of confidentiality
• Develop and sustain a level of professionalism among staff and district constituents
• Coordinate executive communications, including taking calls, responding to e-mails, and interfacing with community members, parents, and staff
• Coordinate meeting schedules, manage appointments, travel itineraries, and arrange district events
• Maintain account spreadsheets for tracking and budgeting purposes
• Maintain an organized filing system of electronic and paper documents
• Work with the school business office to process and track all travel reimbursements, purchase and service orders, vendor contracts, and order and maintain supplies as needed
• Maintain records for course reimbursement and distribute funds according to collective bargaining agreements
• Support grant management, including tracking sheets, process POs and reimbursements, school and parent notification letters, as written into grant/s
• Maintain records for tracking approvals of textbook adoptions and budgeted funds
• Track and process teacher requests for summer curriculum project work payment according to approved budget
• Record professional development contact hours for staff in the student management system for meetings, workshops, and PD days
• Support staff development and curriculum meetings organization and arrangements
• Create and maintain all district course offerings in the district software program
• Support Curriculum Coordinator requests as needed
• Maintain updated attendance records for the Curriculum Office and all Curriculum Coordinators
• Maintain records of all students who participate in Home Schooling programs
• Perform other general related tasks as may be assigned by the Assistant Superintendent of Schools

• This is a full-time, 12-month position
• 8:00 a.m. – 4:00 p.m. normal/typical business hours
• $62,000 – $ 68,000 annual starting salary, non-affiliated / at-will employee

• Qualifications and Requirements:
  • High School diploma and two years of college or equivalent training
  • Four or more years of experience as an Administrative/Executive Assistant reporting directly to a senior leader
  • Strong verbal and written communication skills
  • Familiarity with budgeting and accounting functions
  • Advanced technological proficiency, including Microsoft Office skills, familiarity with Google Suite, and an ability to become familiar with district‑specific programs and software applications
  • Strong organizational, project management, and problem‑solving skills with the ability to multitask
  • Exceptional…