Executive Secretary

Executive SecretaryEnsure the efficient operations of an administrative department and provide secretarial services to the department Asst. Superintendent. Work under general supervision. Handle confidential information professionally with all levels of district employees, parents, students, outside entities and the general public. The job of the Executive Secretary requires strict confidentiality of information.Prepare correspondence, memoranda, and reports for Asst. Superintendent, including but not limited to agendas, minutes, policies, bulletins, reports, legal notices, memos, etc.Works collaboratively with other district administrators and staff to compile and prepare reports as needed including executive summaries, monthly department reports, confidential reports, presentations, and other documents.Prepares all presentations and documents for submission at board meetings.Attend all committee and regular board meetings and take notes for preparation of minutes.Schedules, prepares, and organizes appointments, trainings, meetings, and maintains staff schedules and calendars and district calendar of events.Coordinate travel arrangements, itineraries, and accommodations for department administrators as needed, including hotel reservations, conference registration, travel reconciliation, etc.Manage and monitor reports, documents, and outgoing assignments requiring the Asst. Superintendent's signature; and ensure all documents have been reviewed and approved by the appropriate department directors and returned in a timely fashion.Maintain manual and electronic documents, files, and records (e.g. contacts, time sheets, legislative information, databases, website, etc.), department website for the purpose of providing up to date information and historical reference in accordance with established administrative guidelines and legal requirements.Prepare purchase orders requisitions, work orders, budget transfers, expense report and other workflows for the department.Respond accordingly to telephone calls, take reliable message and route messaging to appropriate staff.Receive and assist all visitors, district staff, parents, and students.Receive, sort, and distribute mail and other documents to department staff.Oversee the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion with established guidelines and comply with all state and district policies and regulations.Maintain strict confidentiality at all times.Dress professionally and appropriately at all times.Performs such other duties as may be assigned.Personal computer, email, scanner, printer, copier, fax machine and phone system.Work prolonged or irregular hours, including weekendsMaintain emotional control under stressWork with frequent interruptionsModerate lifting and carryingPossible exposure to biological hazardsProlonged sitting, standing, and walkingProlonged use of electronic equipment