Executive Assistant​/Office Manager to CEO​/Superintendent

Position: Executive Assistant/Office Manager to the CEO/Superintendent
Position Type:

Secretarial/Clerical/Secretary - 12-Months

Date Posted:

6/5/2024

Location:

District Office

Date Available:

Until Filled

Closing Date:

Until Filled

 Additional Information:
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Executive Assistant and Office Manager to CEO/Superintendent

REPORTS TO:

CEO/Superintendent

FLSA STATUS:
Full-time/ Exempt

WORK SCHEDULE:

8:00 am to 5:00 pm (Mon.

- Fri) May be required to work extended periods in support of events, initiatives, and special projects.

JOB SUMMARY:

The Executive Assistant and Office Manager to the President/CEO and Superintendent will deliver comprehensive administrative support, manage front desk and C-Suite operations, and ensure effective communication and coordination within the organization. This role demands exceptional organizational, communication, and multitasking skills, with a focus on maintaining efficient office systems, coordinating high-level meetings, and handling sensitive information with discretion.

ESSENTIAL FUNCTIONS:

* Oversee all administrative tasks for the President/CEO and Superintendent.

* Supervise the front desk operations, ensuring coverage and training of staff.

* Manage the C-Suite operations to ensure maximum efficiency and resolve issues promptly.

* Exhibit professionalism with excellent research and writing skills, fostering positive relationships with internal and external stakeholders at all organizational levels.

RESPONSIBILITIES:

* Administration & Organization:

* Oversee the President/CEO and Superintendent's agenda and manage daily activities efficiently.

* Coordinate and manage all travel arrangements for the President/CEO and Superintendent, ensuring cost-effective plans.

* Establish and maintain a consistent inventory schedule to ensure a well-stocked and efficient working environment.

* Board Relations:

* Serve as the primary staff contact for the Board of Directors.

* Assist the Chief Strategy & External Affairs Officer in ensuring timely posting and distribution of the Board Agenda.

* Ensure all logistical and administrative matters are addressed ahead of and during Board Meetings.

* Document minutes and ensure all respective documents are signed, filed, and handled accordingly during and post-board meetings.

* Communication & Client Relations:

* Supervise front desk personnel and oversee its operations.

* Respond to a high volume of incoming calls and in-person inquiries from clients and colleagues with respect and professionalism.

* Act as liaison and maintain open communication among senior management, board members, shareholders, middle management, and administrative staff.

* Other Functions:

* Assist other personnel as required to support them in completing their work activities.

* Other duties as assigned by President/CEO and CEO.

MINIMUM QUALIFICATIONS:

* Experience:

* Professional administrative experience.

* Effective gatekeeping skills: ability to prepare well-researched and accurate documents, manage busy calendars, and efficiently handle daily office tasks.

* Proficient in MS Office (Word, Excel, PowerPoint, Access, and Outlook).

* Experience in an educational setting and bilingual in Spanish is preferred.

* Must pass a background investigation.

* Highly organized and detail-oriented Executive Administrative Assistant with over 5 years of experience providing thorough and skillful administrative support to senior executives, including supervisory experience.

* Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.

* Computer skills include MS Word, Excel, PowerPoint, Access, ACT, Internet.

* Education:

* High school diploma or equivalent required. College-level courses in business practices preferred.

* Certificates & Licenses:

* Valid Texas Driver's License with a good driving record.

SKILLS, KNOWLEDGE, AND ABILITIES:

* Skills:

* Performing multiple technical tasks with the need to periodically upgrade skills to meet changing job conditions.

* Applying assessment instruments, operating standard office equipment including pertinent software applications, supervising the front desk including personnel, preparing and maintaining accurate records/case management, and utilizing group presentation skills.

* Knowledge:

* Required to satisfactorily perform the functions of the job.

* Abilities:

* Schedule a significant number of activities, meetings, and events.

* Gather, collate, and classify data.

* Use basic job-related equipment.

* Independently work with others in a wide variety of circumstances.

* Analyze data utilizing a variety of complex processes.

* Operate equipment using defined methods.

* Work with a significant diversity of individuals and groups.

* Work with data of widely varied types and purposes.

* Utilize specific job-related equipment.

* Adapt to changing work priorities.

* Communicate with diverse groups.

* Maintain confidentiality.

* Set priorities.

* Work as part of a team.

OTHER RESPONSIBILITIES:

* Working under limited supervision and providing leadership and knowledge to the front desk.

* Using standardized practices and…