Executive Assistant to Superintendent and Secretary to BOE

Position Summary

This executive-level, confidential role provides comprehensive administrative support for the Superintendent’s Office and the School Board. The position supports the daily operations of the District Office, attends Board and community meetings, and coordinates the distribution of essential documents.

• Three years of experience as an administrative assistant for an executive-level corporate or educational cabinet-level administrator or Principal
• Minimum of two years of Post Secondary Education with business education, management training, communications, or public relations courses preferred. BA preferred
• Advanced technology skills, including Google Workplace; knowledge of website portals such as Board Book Premier is a plus
• Excellent written and oral communication skills
• High level of accuracy, dependability, and organization
• Ability to advocate, collaborate, empathize, innovate, adapt, learn, and embrace diversity

• Attend all Board of Education meetings; transport and distribute necessary materials
• Communicate with the Board President to review Board agenda materials prior to meetings
• Record accurate minutes; publish minutes as required by law
• Submit approved closed session minutes to the attorney for semi-annual review
• Maintain permanent records of the Board; safeguard records for public inspection
• Coordinate and distribute the Annual Board Meeting Calendar; coordinate special meetings
• Arrange security and set-up needs for all Board meetings with the buildings
• Prepare, collect, review, and distribute Board agenda items in a timely manner and in accordance with state law; post meeting agendas at meeting location and on the website
• Create the webinar livestream for Board meetings and share final recording in Board Book
• Act as the local election official; onboard new Board members and ensure state‑mandated training
• Assist with notification and screening for filling a Board vacancy
• Act as liaison for communications to and from the Board; assist with written communications as required
• Act as point of contact for the Board’s attorney of record
• Assist with distribution and posting of calendars, agendas, and minutes for established Board committees; maintain official records for committees
• In partnership with the Board President, manage the Superintendent’s annual performance evaluation
• Coordinate conference attendance for Board members and arrange accommodations
• Communicate and plan for Board member participation at commencement and other school events
• Manage school closure protocols due to inclement weather; maintain and update the Emergency School Closing Notebook annually
• Maintain records for donations made to the schools
• Maintain confidentiality in handling sensitive matters
• Other duties as assigned by the Board

• Prepare written communication on behalf of the Superintendent, including responses to student transfer requests
• Coordinate Superintendent attendance at various conference events and arrange accommodations as required; assist with district office administrators attendance at IASB Joint Annual Conference
• Coordinate the Superintendent’s calendar, as needed
• Prepare and maintain confidential information pertaining to employees, Board members, students, district plans, administrator hiring, etc.
• Coordinate performance evaluations of Principals and district-level administrators on behalf of the Superintendent
• Schedule and coordinate district-level meetings of the Superintendent including union meetings, building instructional visitations, and cabinet and senior leadership action team meetings
• Arrange partner meetings with feeder districts to District 87 at least twice a year
• Oversee district compliance with required training for OMA and FOIA for staff and Board members
• Manage short- and long-term projects (e.g., district activity pass, holiday acknowledgement, district office team building events, student and staff achievement recognition)
• Maintain familiarity with the organizational structure, functions, policies and regulations of the school district and educational laws
• Oversee…