Executive Assistant to Superintendent

Overview

The Executive Assistant to the Superintendent is a highly trusted extension of the Superintendent and serves as a key operational and strategic partner responsible for keeping the Superintendent’s Office operating efficiently, responsively, and at full speed in a fast‑moving and constantly evolving environment. This role is central to ensuring the Superintendent is supported in a way that maximizes effectiveness, responsiveness, communication, and follow‑through across the organization.

The Executive Assistant supports the communication and alignment of organizational vision, mission, and values while also facilitating cross‑departmental initiatives, systems improvements, and Superintendent‑sponsored programs, projects, and activities.

High‑level administrative support to the Superintendent (60%)

• Manages day‑to‑day operations of the Superintendent's office in coordination with other assigned support staff.
• Oversees timelines of workflow both for the Superintendent's office and in collaborating workflow with other district offices and staff.
• Ensures Superintendent preparation for all meetings related to district mission and strategic efforts.
• Develops and implements office procedures as needed to ensure a professional office atmosphere and analyzes and makes improvements to office operations.
• Conducts meetings and leads administrative assistants to build cohesive teamwork. Supervises, evaluates, and recommends hiring of administrative support staff, as assigned.
• Assigns, reviews, and coordinates tasks, including peak loads and special projects, and provides for staff development.
• Facilitates the organization activities of special task forces and ad hoc groups, as assigned.
• Conducts research, analysis, and prepares presentation materials and information to assist the executive officer in preparing for meetings with staff and public agencies, officials, etc.
• Assists in developing administrative regulations, policies, and procedures.
• Assumes delegated authority to ensure implementation of and compliance with new regulations, policies, and procedures.
• Responds to questions and provides interpretations, as requested.
• Serves as a resource to the Superintendent and staff and assists with problem resolution, as requested.
• Coordinates and monitors completion of special assignments, as needed.
• Conserves the Superintendent's time by:
  • Reading, researching and routing correspondence.
  • Drafting letters and documents.
  • Collecting and analyzing information.
  • Initializing communications.

Project management responsibilities (40%)

• Facilitates development of cross‑departmental initiatives and system improvements.
• Enables the implementation of projects that support strategic initiatives and improve cross‑functional operational business processes.
• Accompanies Superintendent to key meetings and events. Attends operations, project, and program‑related meetings with or for the Superintendent (e.g., staff meetings, annual planning and budget meetings) to capture information and assure thorough follow‑up.
• Regularly monitors communications and messages, categorizes topics, and ensures all are identified for action or are not and by whom. Regularly follows up on effort and progress.
• Aligns stakeholder and partner interests and issues with appropriate district work for successful partnerships and accountability.
• Ensures meeting agendas and decisions are communicated as appropriate to pertinent staff and stakeholders. Follows up on issues to ensure attention and completion in a timely manner.
• Coordinates cabinet‑level, internal and external stakeholder engagement including setting meeting agendas.
• Creates and maintains reports to the Superintendent on projects, efforts to ensure progress and accountability.
• Works closely with central and building leaders to ensure they fulfill the district mission and strategic plan and are aware of and respond to challenges and opportunities that exist to accomplish the mission and plan.

• Ensures the confidentiality and integrity of information.
• May perform related duties consistent with the scope and intent of the position.

Managing Through Processes &…