Executive Assistant

Executive Assistant

The role supports the Superintendent as the primary assistant, providing executive operations support, coordinating board governance, communications, compliance, and strategic initiatives. The Executive Assistant serves as the hub for the Superintendent's office, monitoring district priorities and ensuring timely follow‑through across departments.

• Project & Operational Coordination
  • Track action items from leadership and Board meetings;
  • Monitor completion of assigned tasks and follow up with district leaders;
  • Coordinate implementation of district initiatives, ensuring responsibilities are assigned, monitored, and completed;
  • Anticipate operational needs and proactively assist the Superintendent;
  • Identify barriers and help resolve issues before deadlines are missed.
• Executive Operations Support
  • Manage the Superintendent’s calendar and appointments;
  • Coordinate executive‑level meetings, presentations, and special events;
  • Prepare reports, presentations, research, and confidential documents;
  • Represent the Superintendent’s office in communications with staff, families, agencies, and community partners;
  • Maintain confidentiality and professional judgment.
• Board of Directors Support
  • Prepare Board and Budget Committee agendas, packets, minutes, and supporting materials;
  • Coordinate all Board and Budget Committee meetings;
  • Maintain official Board records, policies, regulatory documents, and governance materials;
  • Draft correspondence on behalf of the Board of Directors;
  • Maintain board member records and training documentation.
• Board Governance & Policy Coordination
  • Monitor policy updates from the OSBA and assist in implementation timelines;
  • Maintain district‑wide policy implementation tracking system;
  • Provide the Superintendent with regular status updates.
• District Communications & Public Relations
  • Primary coordinator for internal and external communications;
  • Develop, edit, and distribute district communications (emergency notifications, press releases, newsletters, website content, community updates);
  • Coordinate communications during emergency situations in collaboration with the Superintendent;
  • Ensure consistent messaging, branding, and public information across platforms;
  • Coordinate communications related to Board actions, initiatives, grants, construction projects, celebrations, and special events;
  • Maintain oversight of district website content.
• Data Reporting & Administrative Compliance
  • Act as the district’s ODE Security Administrator, managing secure application access and permissions;
  • Monitor reporting deadlines and ensure staff submission accuracy;
  • Coordinate administrative processes related to interdistrict student transfers and volunteer background approvals.
• District Office Operations
  • Coordinate daily administrative operations of the District Office;
  • Manage Calendar, meeting schedules, and facility use;
  • Coordinate use of meeting spaces;
  • Coordinate office systems and workflows that support efficient operations;
  • Support executive leadership by coordinating administrative processes and organizational needs.

• Exceptional organizational and project‑management skills;
• Excellent verbal and written communication skills;
• Ability to coordinate multiple complex projects simultaneously;
• Strong follow‑through and attention to detail;
• Ability to establish priorities and consistently meet deadlines;
• Ability to work independently while collaborating effectively with others;
• High level of discretion and sound judgment with confidential information;
• Knowledge of board governance, Oregon public meeting laws, and public records requirements;
• Knowledge of organizational systems, policy implementation, and administrative compliance processes;
• Experience coordinating public communications and emergency communications;
• Proficiency with Microsoft Office, Google Workspace, website CMS, and web‑based applications.

• Associate’s degree required;
  Bachelor’s degree in Business Administration, Public Administration, Communications, Education, or related field preferred. Equivalent combinations of education and experience may be considered;
• Minimum three years of progressively responsible…