Executive Assistant to Superintendent and Westerly School Committee

Executive Assistant to the Superintendent and Westerly School Committee

Serving as the Executive Assistant to the Superintendent and the Westerly School Committee, this pivotal role manages high-level correspondence, coordinates district-wide communications, maintains official records, and prepares key reports. The ideal candidate exercises exceptional discretion with sensitive district matters, upholds strict confidentiality, and handles related administrative duties as required.

Responsibilities:

• Public Records Coordination:
  Serve as the primary Access to Public Records Act (APRA) Coordinator for the district. Responsible for receiving, logging, tracking, and processing all public records requests in compliance with statutory deadlines. Collaborate closely with legal counsel, district leadership, and department heads to review, redact, and fulfill requests while maintaining strict legal compliance and confidentiality.
• Executive & School Committee Support:
  Act as the primary administrative support to the Superintendent and School Committee; attend all School Committee meetings (including executive sessions) and accurately record official minutes.
• Calendar & Communication Management:
  Manage the Superintendent's calendar, schedule appointments, screen phone calls, and greet visitors, resolving inquiries independently whenever possible.
• Correspondence & Reporting:
  Review incoming correspondence; independently draft, edit, and compose high-level communications, presentations, and reports for the Superintendent's signature.
• Meeting Coordination:
  Oversee the end-to-end operational support for all School Committee meetings, workshops, and executive sessions. Prepare official School Committee agendas, compile comprehensive backup materials, and coordinate with staff to ensure all items are submitted in a timely manner.
• Records Retention:
  Maintain accurate, organized, and secure district records, including official meeting minutes, correspondence, and district policies.
• Community Relations:
  Act as a primary, professional liaison representing the Superintendent's office and School Committee to staff, families, municipal officials, and the broader community. Manage routine and sensitive inquiries with diplomacy, ensuring clear communication, appropriate escalation, and positive public engagement.

Key Competencies & Technical Skills

• Confidentiality:
  Proven ability to maintain strict confidence regarding personnel matters and sensitive district information.
• Public Administration:
  Familiarity with the principles of public administration, school district operations, and School Committee policies.
• Communication Mastery:
  Exceptional written and verbal communication skills, with experience writing correspondence, newsletters, press releases, and posting website/social media content.
• Technical Proficiency:
  Thorough knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience managing automated office equipment (multi-line phones, scanners, USPS postage meters) is required.
• Financial & Process Management:
  Oversee the administrative and financial workflows of the Superintendent's office and School Committee. Process purchase orders, track departmental expenditures, reconcile credit card statements, and assist in budget preparation in accordance with district procurement policies.
• Interpersonal
  
  Skills:
  
  Maintain an approachable, service-oriented presence when handling telephone inquiries, greeting official guests, and representing the executive office. Through strong interpersonal skills, cultivate positive working relationships across all district schools, department staff, municipal leaders, and the broader community.

Qualifications:

• Experience:
  
  1 to 3 years of professional administrative experience in municipal, state, or federal government, or an equivalent combination of education and experience.
• Education:
  
  A High School Diploma or equivalent is required; an Associate's Degree is preferred. Candidates should possess a strong foundational background in formal administrative practices, secretarial principles, and office management.
• Certification:
  Maintaining an annual APRA certification is required. Certified Administrative Professional (CAP) or Professional Administrative Certification of Excellence (PACE) preferred.

Westerly Public School District is proud to be an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.