Administrative Assistant to the Superintendent

Administrative Assistant To The Superintendent

Qualifications: High school diploma required; Associate's degree or higher preferred. Minimum of three (3) years of successful experience in executive secretarial, administrative assistant, or school office operations preferred. Demonstrated proficiency in office management systems, word processing, spreadsheets, database management, and automated office technology. Exceptional organizational, analytical, interpersonal, and communication skills. Demonstrated ability to anticipate needs, manage complex priorities, and work independently in a fast-paced executive environment. Ability to exercise initiative, sound judgment, strategic thinking, and discretion while supporting executive leadership. Proven ability to manage multiple projects, deadlines, and competing priorities with minimal supervision. Demonstrated ability to maintain strict confidentiality and professionalism in handling sensitive information and matters. Knowledge of school district operations, Board of Education procedures, and state reporting systems preferred. Required criminal history background check and proof of U.S. citizenship or legal resident alien status.

Reports To: Superintendent

Job Goal: To provide high-level confidential executive and administrative support to the Superintendent while ensuring the effective and efficient operation of the Superintendent's Office. The Administrative Assistant serves as a trusted executive partner who anticipates needs, manages complex and time-sensitive responsibilities, coordinates districtwide administrative functions, and exercises independent judgment, initiative, discretion, and professionalism in support of the Superintendent and district operations.

Performance Responsibilities:

• Executive Administrative Support
• Provides confidential executive-level administrative support to the Superintendent and coordinates the efficient operation of the Superintendent's Office.
• Manages and prioritizes the daily operations, workflow, communications, and activities of the Superintendent's Office.
• Maintains the Superintendent's calendar and coordinates appointments, meetings, conferences, interviews, travel, and district events.
• Anticipates administrative and operational needs of the Superintendent and proactively addresses issues to ensure efficient workflow and timely follow-through.
• Independently prioritizes assignments, manages competing demands, and adapts to shifting priorities in a fast-paced environment.
• Monitors ongoing projects, deadlines, and district initiatives to ensure timely completion and follow-up.
• Researches, develops, organizes, and prepares materials, reports, correspondence, presentations, and documentation in support of executive decision-making and district operations.
• Exercises a high degree of initiative and independent judgment in resolving issues and coordinating office operations.
• Screens inquiries, telephone calls, correspondence, and visitors, responding independently when appropriate and routing matters efficiently.
• Maintains a comprehensive understanding of district operations, priorities, procedures, and administrative expectations to effectively support executive leadership.
• Maintains highly confidential records, files, and information in accordance with district procedures and applicable regulations.
• Board And District Administrative Support
• Assists in the preparation, organization, and distribution of Board agenda materials, reports, presentations, resolutions, and official district correspondence.
• Supports Board meeting preparation and related administrative processes.
• Coordinates and maintains district records, calendars, directories, agreements, operational documents, and administrative systems necessary for efficient office operations.
• Assists with the preparation and submission of district, state, and federal reports and compliance documentation.
• Coordinates data collection, recordkeeping, and administrative processes to support district operations and regulatory requirements.
• Supports the administration and maintenance of districtwide operational systems, reporting platforms, forms, and records.
• Assists with special projects, district initiatives, and operational assignments as directed by the Superintendent.
• Operational Responsibilities
• Oversees and coordinates administrative processes assigned to the Superintendent's Office, ensuring accuracy, efficiency, and compliance with district procedures and timelines.
• Maintains organizational systems and operational procedures to support efficient office management and district communication.
• Coordinates confidential correspondence, notices, records, and documentation related to Board, administrative, and district operations.
• Performs other duties within the scope of the position as assigned by the Superintendent.

Terms Of Employment: Non-Affiliated Full Time 12 Months

Evaluation: Performance of this job will be evaluated annually in accordance with state law and provisions of the board's policy on evaluation of non-certified staff.

The Bound Brook School District is an Equal Opportunity Employer. We are committed to building a diverse team and an inclusive environment for all staff and students. Non-Affiliated Staff: Salary: Based on years of experience ranging from NJ State Minimum Wage to 100,000.00+ Benefits: Full time staff are eligible for Medical, Prescription, Vision, and Dental Benefits. Sick, Personal, Vacation and Bereavement Days are included.