Executive Assistant to the Superintendents and Board Secretary

Executive Assistant to the Superintendent & Board Secretary

Classification: Confidential Administrative Support (Exempt/Salaried) Reports To: Superintendent of Schools Employment Status: Full-Time, Twelve (12) Month Position, Salary Exempt Salary Information: $18.28 per hour, plus an additional stipend of $800 per month

Position Summary: The Executive Assistant to the Superintendent & Board Secretary serves as the Superintendent's principal executive assistant and the statutory Board Secretary for the Butler Area School District Board of School Directors. The position is responsible for providing executive-level administrative support to the Superintendent while coordinating the governance, compliance, and administrative functions of the Board of School Directors. The Executive Assistant serves as the official custodian of Board records, coordinates Board governance activities, assists with state reporting and executive compliance, manages executive office operations, prepares executive communications, and coordinates strategic projects and initiatives. The position requires exceptional judgment, discretion, organizational ability, professional communication skills, and the ability to manage multiple priorities while maintaining the highest level of confidentiality. This position exercises considerable independent judgment and serves as a trusted member of the Superintendent's leadership team in ensuring the effective governance and administration of the District.

Responsibilities Include, But Are Not Limited To:

• Prepare executive correspondence, reports, review presentations, and briefing materials for the Superintendent
• Coordinate meetings involving district administrators, Board members, community organizations, government agencies, and business partners
• Screen calls, correspondence, and visitors while exercising sound independent judgment
• Maintain confidential records and files within the Superintendent's Office
• Serve as the statutory Board Secretary in accordance with the Pennsylvania Public School Code
• Attend regular, special, committee, and work session meetings of the Board as assigned
• Prepare Board meeting agendas in collaboration with the Superintendent and district administrators
• Coordinate agenda submissions and supporting documentation
• Review agenda materials for completeness, accuracy, and compliance
• Record and prepare official Board meeting minutes and maintain the official minutes and permanent records of the Board
• Prepare resolutions, motions, contracts, agreements, proclamations, and official Board documents
• Publish required legal advertisements, public notices, and meeting notices
• Administer Board governance software and electronic Board meeting systems
• Maintain Board policies and governance documentation
• Coordinate governance activities of the Board of School Director
• Assist in ensuring compliance with the Pennsylvania Sunshine Act and other applicable laws governing public meetings
• Coordinate annual policy review schedules
• Coordinate the preparation, review, and timely submission of state reports assigned to the Superintendent's Office
• Assist district administrators with collecting, organizing, and verifying information required for state reporting
• Maintain a comprehensive calendar of state reporting deadlines and compliance requirements
• Coordinate responses to requests for additional information from the Pennsylvania Department of Education and other governmental agencies
• Serve as a professional point of contact for parents, community members, staff, elected officials, business leaders, and partner organizations
• Receive, document, and appropriately respond to or route constituent questions and concerns and coordinate follow-up communication on behalf of the Superintendent
• Maintain confidential executive files and records
• Coordinate records retention in accordance with state law and district policy
• Other duties as assigned

Minimum Qualifications: Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Organizational Leadership, Communications, Education, Political Science, Legal Studies, Human Resources, English, or another closely related field; OR An equivalent combination of education and progressively responsible executive administrative experience demonstrating the knowledge, skills, and abilities required to successfully perform the duties of the position.

Preferred Qualifications: Three to five years of progressively responsible executive administrative experience. Experience supporting executive leadership. Experience serving a governing board or public agency. Knowledge of Pennsylvania public education. Knowledge of Pennsylvania School Code. Knowledge of the Pennsylvania Sunshine Act. Knowledge of Pennsylvania Right-to-Know Law. Experience preparing Board agendas and official minutes. Experience coordinating governance processes. Experience with board governance software. Experience coordinating state reporting and regulatory compliance. Advanced professional writing and editing skills. Experience managing multiple complex projects simultaneously Experience with Google Workspace and Microsoft Office Suite