Executive Assistant to the Superintendent and Board of School Trustees

WESTFIELD WASHINGTON SCHOOLS

Executive Assistant to the Superintendent and Board of School Trustees Reports To: Superintendent Position Summary The Executive Assistant to the Superintendent and Board of School Trustees provides high-level administrative, organizational, and confidential support to the Superintendent while serving as a key liaison among district leadership, the Board of School Trustees, staff, families, community stakeholders, and external agencies. This position plays a critical role in supporting effective district governance, executive operations, communication, and organizational efficiency. The Executive Assistant must demonstrate exceptional professionalism, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced public education environment. The individual in this role serves as a trusted partner to district leadership and helps ensure the efficient operation of the Superintendent's Office and Board functions. Qualifications Bachelor's degree preferred; associate degree or equivalent administrative experience considered Minimum of 3–5 years of progressively responsible executive administrative support experience preferred, particularly in public education, government, or organizational leadership settings Demonstrated ability to maintain strict confidentiality and exercise sound professional judgment Strong organizational, multitasking, and time-management skills Excellent written, verbal, and interpersonal communication skills Proficiency in Microsoft Office Suite, Google Workspace, BoardDocs, and related office technology systems Knowledge of school district operations, Board governance procedures, public meeting requirements, and records management preferred Ability to work independently, prioritize responsibilities, and meet deadlines with minimal supervision Ability to establish and maintain effective working relationships with district staff, Board members, families, and community stakeholders Essential Duties and Responsibilities Manage and maintain the Superintendent's calendar, appointments, meetings, conferences, and travel arrangements Coordinate schedules and priorities to maximize efficiency and responsiveness Prepare correspondence, reports, presentations, agendas, and other documents on behalf of the Superintendent Screen phone calls, emails, visitors, and correspondence; respond to or redirect inquiries appropriately Monitor deadlines, projects, assignments, and follow-up items to ensure timely completion Serve as a professional representative of the Superintendent's Office in all interactions Exercise independent judgment in managing confidential and time-sensitive information Board Governance and Compliance Coordinate all preparation, organization, publication, and distribution of the Board of School Trustees meeting agendas and supporting materials Manage and maintain the BoardDocs platform and related governance documentation systems Attend Board meetings, including evening meetings, and prepare accurate official meeting minutes and records Support Board policy review, updates, and maintenance through district policy management systems Ensure compliance with applicable district policies, state regulations, public meeting requirements, and public records laws Coordinate special Board meetings, executive sessions, and related governance activities as scheduled Maintain organized and accurate Board records, files, and archival documentation Communication and Stakeholder Relations Facilitate effective communication among district administrators, Board members, staff, families, community members, and external agencies Assist with drafting and editing internal and external communications, announcements, presentations, and district correspondence Support district communication efforts, including emergency messaging systems and community notifications as needed Serve as a liaison between the Superintendent's Office and district stakeholders Coordinate recognition activities, special events, meetings, and district functions Support collaborative relationships across departments and schools throughout the district Office Operations and Administrative Coordination Oversee daily operations of the Superintendent's Office to ensure efficiency, professionalism, and responsiveness Develop and maintain effective office procedures, filing systems, and organizational processes Coordinate meetings and events, including scheduling, preparation of materials, hospitality arrangements, and logistics Organize and maintain confidential records, reports, and district documentation in accordance with district procedures Assist with purchase orders, invoices, reimbursements, and budget-related documentation as assigned Provide administrative coordination and operational support for district leadership initiatives and special projects Support district administrative teams as needed with reporting, documentation, and organizational processes Coordinate office coverage and maintain continuity of operations within the Administrative Office Assist with records retention and storage management procedures Support maintenance and coordination of office equipment and administrative resources Confidentiality and Professional Expectations Handle sensitive personnel, legal, student, and organizational matters with a high degree of confidentiality and professionalism Demonstrate professionalism, diplomacy, tact, and discretion in all interactions Maintain composure and effectiveness in high-pressure or time-sensitive situations Represent the district in a positive and professional manner Maintain high standards of accuracy, organization, and customer service Preferred Characteristics Professional demeanor and customer-service orientation High attention to detail and accuracy Strong problem-solving and decision-making abilities Ability to build positive relationships with diverse stakeholders Flexibility and adaptability in a dynamic environment Ability to anticipate needs and proactively address challenges Commitment to supporting the mission and values of Westfield Washington Schools Physical Requirements Ability to sit, stand, walk, and use standard office equipment for extended periods Occasional lifting of materials up to 25 pounds Ability to attend evening Board meetings and district events as needed Monday through Friday; standard workday established by district administration Attendance at evening Board meetings, executive sessions, and district events as required #J-18808-Ljbffr WESTFIELD WASHINGTON SCHOOLS