Executive Assistant to the Superintendent (3332)

Job Description The Natick Public Schools Seek an Executive Assistant to the Superintendent Start Date: ASAP We invite you to explore a career with Natick Public Schools. The Natick Public Schools educate approximately 5,300 students from Pre-K through age 22. We are an innovative, supportive, and high-performing district whose outstanding staff provides high quality services for our diverse students and their families from Natick and Boston. Natick Public Schools is a community dedicated to all students achieving high standards in a safe, trusting, respectful environment where learning is exciting, dynamic, and engaging, and where connectedness and belonging are valued and actively cultivated. We are home to families that speak almost 60 different languages and our student population is approximately 29% Students of Color and 71% White students. With a graduation rate of 97% and 90% of our students attending post-secondary schools, we are proud of our commitment to excellence in educating students to be informed and successful citizens of a global world. We enthusiastically welcome educators to our district who seek and thrive in a diverse environment that focuses on the whole child in a strengths-based approach. Please partner with us in our mission to support the diversity of our school community, promote and deliver equitable practices for all of our staff, students, and families, and create meaningful connections that enable everyone to feel included and thrive. Job Title Executive Assistant to the Superintendent Location Town Hall/Central Office Reports To Superintendent Work days/FTE 260 days/1.0 FTE Salary/Benefits Salary and benefits per Non-Rep Compensation Schedule Benefits Eligible? Yes Profile of a Natick Educator JOB GOAL: To provide a wide-range of administrative support to the Superintendent of Schools QUALIFICATIONS Graduation from a high school or GED equivalent with specialized course work in general office practices and administrative duties. Associates or Batchelors Degree preferred. Five years of increasingly responsible experience, or any equivalent combination of related education and experience. Executive assistant experience preferred. Professional Certification/ Specialized Knowledge & Skills: Graduation from a high school or GED equivalent with specialized course work in general office practices and administrative support functions. Associate or Batchelors degree preferred. Minimum of five (5) years of progressively responsible administrative or executive assistant experience, preferably in a public sector or educational setting. Demonstrated experience supporting senior-level administrators (e.g., Superintendent, Deputy Superintendent, or equivalent leadership) strongly preferred. Experience working in a fast-paced, multi-stakeholder environment with competing priorities. Knowledge, Skills, and Abilities: Thorough knowledge of modern office practices, procedures, and administrative systems. High level of proficiency in Google Workspace (Mail, Calendar, Docs, Sheets, Forms) and Microsoft Office (Word, Excel, PowerPoint), with the ability to learn and adapt to new technologies. Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines with accuracy and attention to detail. Excellent written and verbal communication skills, with the ability to interact effectively and professionally with staff, families, community members, and public officials. Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information. Ability to work independently while also supporting a collaborative Central Office team environment. Experience with meeting coordination, agenda preparation, and minute-taking. Familiarity with open meeting law requirements and public records processes preferred. Strong problem-solving skills and ability to anticipate needs and proactively support leadership. Experience with community relations, family engagement, and working in diverse and multicultural settings preferred. Ability to handle high-pressure situations with professionalism and composure. Ability to schedule and facilitate Google Meet and Zoom platforms Multilingual skills are strongly valued. Preferred Experience: Experience with Google Suite (Drive, Docs, Sheets, Slides, Classroom, etc.) and PowerSchool preferred, but will train the right candidate. Alternative degrees/experience may be substituted for the above at the discretion of the Superintendent, if such a substitution brings a strong candidate forward. TOOLS AND EQUIPMENT USED Phone, intercom, personal computer and many different software/technology applications, Google Suite, scanner, copy machine, calculator, camera, printers and fax machine. ESSENTIAL FUNCTIONS OF THE JOB (not limited to) Works with district and school leadership to combat systemic barriers that limit student, family, and staff members' equitable access to opportunity. Office Manager / Central Office Support Serve as a central coordinator for Central Office operations, facilitating communication, scheduling, shared spaces, and key events across departments. Support the overall functioning of the Central Office, ensuring a professional, organized, and responsive environment for staff, families, and community members. Serve as a resource to Central Office staff and assist with cross-departmental administrative needs as appropriate. Executive & Administrative Support Provide high-level administrative support to the Superintendent, including calendar management, correspondence, scheduling, and phone communications. Assist the Deputy Superintendent with administrative assistant functions as needed, including scheduling, correspondence, document preparation, and coordination of projects and initiatives. Support confidential hiring, contract, and policy discussions and procedures. Maintain confidential correspondence, files, and information with a high degree of discretion. Serve as the first point of contact for the Superintendent's office; provide information or direct inquiries appropriately. Keep the Superintendent and Deputy Superintendent informed of critical issues and priorities. Obtain and compile information on a variety of matters as requested. Operations, Communication & Coordination Coordinate and submit required reports to the Department of Education using web-based systems. Attend administrative council meetings as requested; track follow-up items and communicate relevant information. Take minutes/notes at key meetings as requested. Collect and organize documents related to strategic plan implementation and deliverables. Serve as backup coverage for Registrar and public records functions. Serve as District Administrator for the Department of Education's Security Portal. Maintain district databases (e.g., School Choice) for state reporting purposes. Maintain Superintendent, School Committee, and Community Notice pages on the district website. Draft and send district-wide communications using communication platforms, including social media as appropriate. Event & Office Coordination Coordinate all aspects of events, retreats, and large group meetings (e.g., staff recognition events, administrator retreats). Manage day-to-day operations of the Central Office. Confidentiality & Professional Standards Maintain strict confidentiality on matters involving the Superintendent, Deputy Superintendent, and School Committee. Recording Secretary for the School Committee (optional additional stipended position) ESSENTIAL DUTIES AND RESPONSIBILITIES: Attend all School Committee meetings and provide accurate records of proceedings, including taking and publishing minutes. Ensure all presentation materials are available and accessible for and during the meeting. Coordinate the preparation and distribution of agendas and documentation for School Committee meetings using Granicus Agenda Facilitate development of School Committee Meeting Agendas and post to Town Website and Town Clerks office in a timely manner to meet open meeting law requirements. Maintain confidentiality on matters with which the Superintendent or School Committee are involved Maintain School Committee pages of the district website Support smooth technical and logistical set up, projection and virtual admittance and monirtoring of online attendes of School Committee Meetings Additional Responsibilities Perform other duties as assigned by the Superintendent or Deputy Superintendent to support the effective operation of the district. DESIRED MINIMUM QUALIFICATIONS: Education and Experience: Graduation from a high school or GED equivalent with specialized course work in general office practices and administrative duties Associates or Batchleors Degree preferred Five years of increasingly responsible experience, or any equivalent combination of related education and experience Executive assistant experience preferred Necessary Knowledge, Skills and Abilities: Working knowledge of modern office practices and procedures Expertise in note taking, word processing - Google Workspace (Mail, Calendar, Docs, Sheets, Forms), Microsoft Office (Excel, PowerPoint, Word), website maintenance, and general resiliency around use of new digital products. Familiarity with open meeting law requirements Proficiency in operating and managing Zoom and Google Meet Familiarity with working within Civics Plus, Granicus PE, and Appegy Ability to meet and deal effectively with the public Ability to communicate effectively both verbally and in writing Ability to handle stressful situations in a fast paced environment Ability to speak languages other than English a plus Experiences with community relations, parent and community engagement and working in diverse and multicultural settings desired WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee must be able to perform the essential functions of the job satisfactorily and, if requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job, absent undue hardship. While performing the duties of this job, the employee is regularly required to: move about the office and/or off-site locations on some occasions, it may be necessary to move quickly across even or uneven surfaces; remain in a stationary position for periods of time; operate a computer and other school/office productivity machinery (i.e., copy machine, computer printer, projection system, etc.); read material from a computer monitor as well as handwritten or printed matter with or without visual aids; position oneself to maintain files and access office materials; communicate with others so that information received and given is understood and accurately communicated; communicate and collaborate effectively in person, via video conference, on the telephone, and/or in writing; observe details at close range multitask and meet multiple demands from several people; lifting up to and including 25 lbs the noise level in the work environment is moderate to loud. SELECTION GUIDELINES Formal application Rating of education and experience Oral interviews Reference check Strong record of work performance in current and previous roles required Successful completion of Criminal Records Check (C.O.R.I.), Sexual Offender Record Check (S.O.R.I.), and fingerprints. The Natick Public Schools do not discriminate on the basis of age, race, creed, color, religion, nationality, sex, sexual orientation, gender identity, disability, pregnancy and pregnancy-related conditions, physical and intellectual differences, immigration status, homeless status, or any other class protected by law. #J-18808-Ljbffr TrulyHired