Executive Assistant to Chief Systems Officer 25​/26 SY

SUMMARY OF OPPORTUNITY

Indianapolis Public Schools is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Systems Officer (CSO). This role is critical to the effective operation of the Systems Office, which oversees the district's technology infrastructure, data management, and operational systems. The ideal candidate will be a meticulous planner, an excellent communicator, and a strategic partner who can manage multiple priorities in a fast‑paced environment.

This position requires a high degree of confidentiality, professionalism, and the ability to anticipate the needs of the CSO and the broader team.

Core Duties and Responsibilities

• Calendar and Schedule Management:
  Proactively manage a dynamic calendar, scheduling meetings, appointments, and travel arrangements for the CSO. Prioritize meeting requests, anticipate conflicts, and ensure all logistical details are handled seamlessly.
• Communication & Correspondence:
  Serve as the primary point of contact for internal and external stakeholders. Draft, proofread, and manage email correspondence, memos, and presentations on behalf of the CSO, ensuring a professional and timely flow of information.
• Meeting Support:
  Prepare agendas, presentations, and other materials for meetings. Attend key meetings, take detailed notes, and track action items to ensure timely follow‑up and completion.
• Project and Task Management:
  Assist with the coordination of departmental projects, track deadlines, and follow up with team members to ensure milestones are met. Maintain organized electronic and physical filing systems.
• Information and Data Coordination:
  Facilitate the collection and organization of key data for reports and strategic documents. Maintain confidential information with discretion and integrity.
• Administrative Support:
  Handle expense reports, procurement requests, and other administrative tasks as needed to support the Systems Office.
• Collaborate with department teams to ensure seamless day‑to‑day operations.

The Executive Assistant directly manages multiple systems, programs, supports, resources, and relationships with schools, staff, and partner organizations. This position has no direct reports.

The individual in this position works with a wide range of IPS staff, partners, administrators, and service providers on routine and diverse problems encountered to fulfill its duties. A positive attitude when dealing with staff and IPS constituents and good judgment, discretion and initiative are necessary for the effective discharge of the position’s significant responsibilities.

• Technical Proficiency
  :
  Advanced proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, and Outlook). Experience with project management software (e.g., Trello, Smartsheet) is a plus.
• Communication Skills
  :
  Exceptional written and verbal communication skills with a strong ability to interact with a diverse group of stakeholders.
• Organizational Skills
  :
  Proven ability to manage complex calendars, organize information, and prioritize tasks with keen attention to detail.
• Interpersonal Skills
  : A proactive and positive attitude, with the ability to build strong working relationships and work collaboratively as part of a team.
• Problem‑Solving
  :
  Strong analytical and critical‑thinking skills, with the ability to anticipate potential issues and solve problems independently.

• Ability to write reports, procedural documents, correspondence, and executive summaries.
• Ability to speak effectively before groups of all sizes.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.