Executive Assistant to the Superintendent and Board of Education

JOB POSTING

Executive Assistant to the Superintendent and the Board of Education (Non-Represented) Purpose The Executive Assistant to the Superintendent is responsible for providing support to the Superintendent, Board of Education, and administrative staff toward achieving the mission of the district in the key areas of Support, Leadership, and Communication. This includes communicating information; ensuring compliance with financial, legal and administrative requirements; promoting the district; and serving as a liaison between the district and community. The person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs. Applicants should be creative thinkers with a positive, passionate, and adaptable personality. Minimum Qualifications Associate’s degree Preferred Five years’ job-related experience that includes increasing levels of responsibility Demonstrated ability to work independently and make decisions in accordance with established policies and procedures Expert level written and verbal communication skills, strong decision‑making ability and attention to detail (including Microsoft programs and calendar skills; ability to take notes at public meetings) Willingness to be a Notary Public Ability to apply technology to streamline district processes; communicate with staff and the community; and promote the district Demonstrated ability to collaborate with stakeholders and respond to diverse organizational and community needs through a customer service model Proven ability to write and source content and foster cooperative, professional relationships for print, broadcast and social media Capacity to work independently and effectively manage multiple projects/tasks of varying complexities in fast‑paced environments Ability to maintain confidentiality and efficiently carry out the responsibilities of the Office of the Superintendent with a high level of professionalism, respect, and courtesy Essential Functions and Responsibilities Coordinate and prepare documents and supplementary materials for Board Meetings, Cabinet Meetings, District‑wide Administrator Meetings, and Committee Meetings. Develop/Coordinate monthly schedule of presentations and awards during Board meetings. Schedule and coordinate meetings, appointments, facilities, travel, and conference arrangements. Develop timelines for projects and events. Stay abreast of legal requirements for the Office of the Superintendent, including student discipline, Board policies, FERPA, and FOIA requirements. Understand, conceptualize, manage, and execute communication projects within the district and community. Assist with design, coordination, and execution of marketing efforts to promote the district, working with outside vendors, if needed, to produce communication and marketing materials. Serve as social media coordinator, creating/maintaining the district’s online presence and developing strategies to increase interaction across various platforms, e.g. websites, Facebook, etc. (Responsible for content curation, scheduling, and updates.) Attend district‑wide events and other school events as requested. Remain visible and approachable to all stakeholders in order to build relationships with key groups and district/parent support organizations. Serve as information liaison between school district and community at large; represent the district within various community organizations (e.g., VDPS Foundation). Deliver agency messages via electronic notification system, telephone system/voice mail/email and other electronic media (Inclement weather, breaking news, bereavement, etc.). Maintain team approach to Central Office functions and customer service approach to all stakeholders. Serve on the district crisis team. Provide coordination between Board of Education, Office of Superintendent, departments and schools as well as between the district and local/state government offices. Coordinate and facilitate many aspects of millage and bond campaigns and district/community events. Assist with and be a member of the Van Dyke Public Schools Educational Foundation. Evaluate situations (e.g. involving staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing appropriate personnel for resolution. Some specific duties include Proficient use of Docuware scanning and Adobe Proficiency in Microsoft Word, Excel, Publisher, Mail Merge, and Outlook Attendance at all Board of Education Meetings Preparation of Board Meeting agenda, in consultation with Superintendent and Cabinet Preparation of Agenda Packet and posting to secure web page Preparation of weekly Update Packet for Superintendent; subsequent distribution to Cabinet and Board members Tracking of Superintendent Office budget and preparing of related contracts Proficiency in customer service and dissemination of phone calls to district departments/buildings *The above statements are intended to describe the general nature and level of work performed by the person assigned to this position. They are not to be construed as an exhaustive list of related duties. Apply via email to View email address on click.appcast.io or online at vdps.net #J-18808-Ljbffr Sylvania