Executive Assistant to the Superintendent

Executive Assistant - Superintendent

Work under minimum supervision to ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.

High school diploma or GED

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, short correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

2 years or more advanced secretarial experience with extensive contact with people

Records, Reports, and Correspondence

1. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
2. Record minutes of executive staff and board meetings as required.
3. Prepare and post school board election as required.
4. Prepare all correspondence, memoranda, and reports for superintendent.
5. Comply with policies established by federal and state laws and regulations, and local board policy

Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.

Schedule appointments and maintain superintendent's calendar.

Other

1. Assign work to executive office clerical staff and oversee completion.
2. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
3. Compile, maintain, and file all reports, records, and other documents as required.
4. Maintain confidentiality.
5. Follow district safety protocols and emergency procedures.

None

Standard office equipment including personal computer and peripherals

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Occasional light lifting and carrying (less than 15 pounds)

May work prolonged or irregular hours; occasional districtwide travel

Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.