Confidential Executive Assistant to Assistant Superintendents Elementary and Secondary

Position Overview

Job Title: Confidential Executive Assistant to the Assistant Superintendents for Elementary and Secondary Education

Reports To: Assistant Superintendents for Elementary & Secondary Education

Starting Date: Jul 1, 2026

FLSA Status: Non-Aligned / Confidential

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.

This role manages complex scheduling, communications, data systems, budgeting processes, and cross‑departmental initiatives, requiring independent judgment, discretion, and the ability to prioritize competing demands across two major instructional divisions.

• Executive Support Across Elementary & Secondary Divisions
  • Provide comprehensive administrative support to both Assistant Superintendents.
  • Manage complex, high‑volume calendars and coordinate meetings across principals, central staff, and external partners.
  • Anticipate needs, 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.
• Coordination & Alignment Across Divisions
  • 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.
• Budget, Grants, and Resource Management
  • 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, supporting grant development, tracking, and reporting.
  • Assist in preparation of materials for the annual district budget process.
  • Manage purchasing, vouchers, and financial documentation.
• Data, Systems, and Reporting
  • Develop and maintain complex spreadsheets, databases, and reporting systems (e.g., Excel with pivot tables).
  • Support collection, organization, and reporting of data across both divisions.
  • Maintain records related to personnel, attendance, testing, and program implementation.
  • Prepare data summaries, reports, and visual materials for internal and external use.
• Meeting & Operations Management
  • Coordinate logistics for divisional and cross‑functional meetings, including scheduling, materials, and follow‑up.
  • Prepare meeting agendas, packets, and documentation for both offices.
  • Support planning and execution of professional development, trainings, and large‑scale initiatives.
  • Track action items and ensure timely follow‑through on key priorities.
• Records, Compliance, and Documentation
  • Maintain organized, accurate, and confidential files and record systems for both divisions.
  • Ensure compliance with district policies, procedures, and reporting requirements.
  • Support preparation and maintenance of official documents, reports, and program materials.
  • Manage distribution of materials related to assessments, programs, and district initiatives.
  • Manage all records requests and serve as public records officer.
• Communication & Stakeholder Engagement
  • Serve as a liaison between Assistant Superintendents’ offices, schools, central departments, and the public.
  • Provide high‑level customer service and respond tactfully to inquiries and concerns.
  • Support communication efforts by preparing clear, accurate, and timely materials.
  • Coordinate messaging to ensure consistency across Elementary and Secondary divisions.
• Cross‑Office Collaboration & Coverage
  • Work collaboratively with administrative staff across the Superintendent’s Office and other central departments.
  • Provide coverage and support across offices as needed to ensure continuity of operations.
  • Contribu…