Executive Secretary – Talent Acquisition and Engagement

Executive Secretary – Talent Acquisition and Engagement

Provide high-level administrative, operational, and project support to the Assistant Superintendent of Talent Acquisition and Engagement. Coordinate executive schedules, meetings, communications, records, purchasing, events, and departmental deadlines. Support the effective operation of talent acquisition, staffing, employee engagement, leadership development, talent pipeline, and Teacher Incentive Allotment initiatives while maintaining the confidentiality of sensitive employee and organizational information.

All employees of Spring ISD are expected to act with integrity, support organizational goals, communicate clearly and respectfully, champion the needs of students, and drive continuous improvement.

Qualifications:

Required:

• High school diploma or GED
• Five years of progressively responsible administrative support experience
• Experience managing calendars, correspondence, records, purchasing processes, and multiple priorities

Preferred:

• Sixty or more college hours from an accredited college or university
• Experience supporting a senior leader or executive
• Administrative experience in human resources, public education, or a related field
• Notary Public commission or ability to obtain a commission within six months of employment
• Bilingual with demonstrated proficiency in English and Spanish.

Special Knowledge/

Skills:

• Knowledge of executive office practices, records management, and administrative procedures
• Ability to exercise sound judgment, initiative, discretion, and professionalism
• Ability to manage confidential and sensitive employee and organizational information
• Strong organizational, project coordination, and time-management skills
• Ability to prioritize multiple assignments and meet time-sensitive deadlines with limited supervision
• Strong proofreading, editing, written communication, and oral communication skills
• Ability to prepare accurate correspondence, presentations, spreadsheets, reports, and meeting materials
• Proficiency in Microsoft Office and Google Workspace applications
• Ability to learn and use human resources information systems, applicant-tracking systems, document-management platforms, and other District systems
• Ability to collect, organize, analyze, and present information accurately
• Ability to monitor budgets, process purchasing documents, and maintain accurate financial records
• Ability to coordinate meetings, events, travel, and other logistical arrangements
• Ability to establish and maintain effective working relationships with employees, applicants, District leaders, Board members, vendors, and community partners
• Knowledge of District organization, operations, policies, and procedures
• Strong interpersonal and customer service skills
• Ability to respond calmly and professionally in a fast-paced environment with frequent interruptions

Major

Responsibilities and Duties:

Executive Support:

• Provide executive-level administrative support to the Assistant Superintendent of Talent Acquisition and Engagement and administrative and operational support to the directors and managers who report to the Assistant Superintendent.
• Manage the Assistant Superintendent's calendar, appointments, meetings, travel, and daily schedule.
• Coordinate calendars, meetings, travel, correspondence, reports, and other administrative needs for assigned directors and managers.
• Screen and prioritize telephone calls, correspondence, meeting requests, and visitors.
• Anticipate scheduling conflicts, deadlines, and operational needs and take appropriate action to support timely resolution.
• Draft, proofread, edit, format, and distribute correspondence, memoranda, reports, presentations, agendas, and other materials for the Assistant Superintendent and assigned directors and managers.
• Prepare meeting agendas and supporting documents, record meeting notes when requested, and track follow-up items through completion.
• Maintain an organized system for monitoring assignments, projects, decisions, deadlines, and requested responses across the Talent Acquisition and Engagement team.
• Assist with the preparation and timely submission of Board agenda materials, executive reports, departmental reports, and other time-sensitive documents.
• Coordinate travel arrangements, registrations, itineraries, reimbursements, and related documentation for the Assistant Superintendent and assigned directors and managers.
• Provide additional administrative support to the Talent Acquisition and Engagement team based on priorities established by the Assistant Superintendent.

Department Operations and Project Coordination:

• Support the Assistant Superintendent, directors, and managers in coordinating and tracking talent acquisition, staffing, employee engagement, leadership development, talent pipeline, and Teacher Incentive Allotment projects.
• Maintain departmental calendars and communicate key dates, deadlines, events, and required actions to appropriate stakeholders.
• Collect, organize, verify, and format data for staffing reports, recruitment…