Confidential Executive Assistant to Assistant Superintendents Elementary and Secondary

Confidential Executive Assistant to the Assistant Superintendents for Elementary and Secondary Education

Newton Public Schools – Ed Center – Newton, Massachusetts

In compliance with state and federal laws, Newton Public Schools is committed to equity, anti‑racism, and a nondiscrimination policy for students, employees, and prospective applicants. All educational and employment determinations are based on an individual's qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal law.

The Newton Public Schools places a high value on the active recruitment of qualified teachers who represent the backgrounds and ethnicities of our student body.

The Confidential Executive Assistant provides high‑level administrative, operational, and coordination support to both the Assistant Superintendent for Elementary Education and the Assistant Superintendent for Secondary Education. The role ensures efficient and aligned functioning of both divisions by managing complex scheduling, communications, data systems, budgeting processes, and cross‑departmental initiatives.

• Associate’s degree required;
  Bachelor’s degree preferred.
• 3–5 years of progressively responsible administrative experience, preferably in a public school system or complex organization.
• Strong knowledge of office administration, organizational systems, and educational environments.
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint) and database tools.
• Proficiency in AI productivity tools, scheduling, and project‑management software.
• Exceptional organizational, analytical, and problem‑solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities across two senior leaders and divisions.
• Demonstrated ability to handle confidential information with discretion.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and collaboratively with diverse stakeholders.
• Citizenship, residency, or work visa required.

• Provide comprehensive administrative support to both Assistant Superintendents.
• Manage complex, high‑volume calendars, coordinating meetings across principals, central staff, and external partners.
• Anticipate needs and prepare agendas, briefing materials, and supporting documentation.
• Draft, edit, and prepare correspondence, reports, and presentations for both divisions.
• Serve as a central point of contact for Elementary and Secondary Education offices, responding to inquiries and resolving issues with professionalism and discretion.
• Support confidential matters including personnel issues, collective bargaining, and sensitive operational work.

• Ensure alignment and consistency in processes, communications, and materials across Elementary and Secondary offices.
• Coordinate cross‑divisional initiatives, meetings, and projects.
• Support collaboration between the two divisions and other central office departments.
• Maintain systems to track priorities, deadlines, and deliverables across both offices.

• Monitor and maintain budgets for both Elementary and Secondary Education departments.
• Track expenditures, reconcile accounts, and prepare budget reports.
• Serve as liaison to the grants office for both divisions, supporting grant development, tracking, and reporting.
• Assist in preparation of materials for the annual district budget process.
• Manage purchasing, vouchers, and financial documentation.

• Develop and maintain complex spreadsheets, databases, and reporting systems (e.g., Excel with pivot tables, data exports).
• Support collection, organization, and reporting of data across both divisions (e.g., staffing, programs, assessments).
• Maintain records related to personnel, attendance, testing…