Executive Assistant to the Superintendent

Executive Assistant To The Superintendent

Reporting to the Superintendent, the Executive Assistant to the Superintendent provides high-level administrative support to the Superintendent and collaborates with the other Executive Assistant to the Superintendent to ensure the effective and efficient operation of the Superintendent's Office. This position is responsible for performing highly sensitive, confidential, and complex administrative and project management assignments, coordinating special projects, and supporting District priorities under general direction.

The Executive Assistant serves as a model of excellence for other clerical support staff by demonstrating exceptional dependability, confidentiality, professionalism, customer service, efficiency, and commitment to District values.

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

• Serve as a primary contact and liaison for the Superintendent's office by responding to telephone, email, and other inquiries in a courteous and professional manner; interpreting and communicating information; explaining policies and procedures; directing individuals to appropriate resources; and determining appropriate courses of action or making referrals as needed.
• Maintain a thorough working knowledge of the Superintendent's responsibilities, priorities, and initiatives to provide proactive executive-level administrative support.
• Manage the Superintendent's calendar by prioritizing and scheduling meetings, coordinating conference calls, preparing agendas and presentations, arranging meeting logistics, and ensuring timely follow-up on meeting requests.
• Build and maintain positive working relationships with internal and external stakeholders.
• Ensure Board of Education meeting materials, notices, agendas, and related records are prepared and maintained in compliance with applicable laws, including the Open Meetings Act.
• Ensure draft board meetings minutes are prepared in a timely manner for board approval per the Open Meetings Act. Post approved minutes on Board web based platform per the Open Meetings Act.
• Maintain official board minutes per the Open Meetings Act and archive backup documents.
• Maintains and works collaboratively with Legal Counsel and Communications to updated Board policies and administrative guidelines on the district's website.
• Attend Board of Education, committees, retreats, and administrative meetings as assigned; creating an official summary of actions and decisions and complete follow-up actions as required.
• Responsible for meeting logistics and materials to assigned board meetings and committee meetings.
• Prepare, edit, and distribute professional communications, correspondence, reports, and other materials on behalf of the Superintendent's office.
• Compile, organize, and analyze information from various sources to prepare reports, summaries, and presentations for the Superintendent.
• Work collaboratively with the other Executive Assistant to the Superintendent to assist in the year-round Superintendent evaluation process. This may include maintaining and organizing documentation aligned with the Superintendent's evaluation goals.
• Coordinate with the other Executive Assistant to the Superintendent on travel arrangements, accommodations, and related logistics for the Superintendent and Board members as required.
• Collaborate with Executive Assistants assigned to board committees to ensure committee meeting minutes and all related Board materials are accurately prepared and submitted within established timelines to support Board meetings.
• Exercise sound judgment and discretion in handling sensitive and confidential matters.
• Maintain organized filing, recordkeeping, and work management systems in compliance with applicable procedures, laws, and regulations to ensure efficient operations.
• Complet…