Executive Secretary - SST11

Job Description State Support Team Region 11 DEADLINE FOR APPLICATION: November 6, 2026 START DATE: December 1, 2026 Reports To: Director/Designee Position Summary The Executive Secretary provides confidential, high-level administrative and organizational support to the State Support Team (SST) Director, leadership team, and designated staff. This position supports the efficient implementation of regional priorities, grant‑funded activities, professional learning opportunities, and daily administrative operations. The Executive Secretary is responsible for coordinating administrative processes, managing communications and documentation, organizing meetings and events, monitoring assigned deadlines and deliverables, and maintaining effective office systems. The position requires strong organizational skills, independent judgment, initiative, professionalism, discretion, and the ability to manage multiple priorities while providing responsive and high‑quality support to internal and external stakeholders. Minimum Qualifications Associate degree in business administration, education, management, office administration, or a related field; or an equivalent combination of education, training, and relevant professional experience. Demonstrated experience providing administrative or executive secretarial support, preferably in an educational, governmental, or professional services environment. Proficiency in Microsoft Office applications, spreadsheets, databases, electronic filing systems, and other office technology. Strong written and verbal communication skills, including proficiency in grammar, spelling, proofreading, professional correspondence, and document preparation. Demonstrated organizational, planning, time management, and project coordination skills. Ability to independently manage multiple assignments, establish priorities, meet deadlines, and maintain accurate records. Strong interpersonal skills, diplomacy, professionalism, and a commitment to responsive customer service Ability to maintain confidential information and exercise discretion when handling sensitive administrative matters. Experience maintaining tracking systems, activity logs, schedules, and documentation related to assigned responsibilities. Ability to organize, monitor, and maintain documentation related to grant agreement requirements, assigned deliverables, and administrative deadlines. Ability to communicate effectively with staff, school district representatives, educational partners, and other stakeholders. Ability to meet applicable criminal background check requirements in accordance with Ohio law and Board policies. Compliance with applicable Board policies, administrative procedures, and drug‑free workplace requirements. Ability to exercise sound judgment, demonstrate initiative, solve routine problems, and work effectively with minimal supervision. Preferred Qualifications Experience supporting executive leadership or senior administrators. Experience coordinating meetings, professional learning sessions, conferences, or other organizational events. Familiarity with grant‑funded programs, administrative reporting requirements, and deliverable tracking. Experience using digital scheduling, registration, document management, and project tracking systems. Experience working in a school district, educational service center, state agency, or related educational organization. Additional Requirements The position may require a valid driver's license and reliable transportation for occasional work‑related travel. Employees must meet applicable requirements established by the Educational Service Center's insurance carrier. Job Objectives To provide confidential, proactive, and high‑quality executive secretarial support that contributes to the efficient and effective operation of State Support Team Region 11. The Executive Secretary supports the Director and designated staff by coordinating administrative activities, maintaining organized systems and records, facilitating communication, monitoring assigned deadlines and deliverables, and ensuring timely completion of essential administrative functions. Responsibilities and Essential Functions The following duties are representative of the position's performance expectations and are not listed in order of priority. Additional related duties may be assigned based on organizational needs. 1. Executive and Administrative Support Provide confidential and comprehensive secretarial and administrative support to the SST Director, leadership team, and designated staff. Exercise independent judgment and initiative in organizing daily responsibilities, prioritizing assignments, and completing administrative tasks. Manage calendars, schedule appointments, coordinate meetings, and support the organization of leadership and staff activities. Prepare, format, proofread, and distribute correspondence, reports, presentations, agendas, meeting materials, and other professional documents. Coordinate meeting logistics, prepare materials, maintain meeting records, and assist with tracking action items and follow‑up activities. Anticipate routine administrative needs and proactively address tasks that support efficient operations. Assist with committee assignments, special projects, and other administrative initiatives as directed. Identify and recommend improvements to administrative procedures, workflows, and organizational systems. Maintain confidentiality and exercise discretion in handling sensitive communications, records, and administrative information. 2. Grant Deliverable and Administrative Tracking Organize and maintain documentation associated with assigned grant agreement activities, administrative requirements, and regional deliverables. Maintain tracking systems, calendars, and activity logs to monitor assigned deadlines, required documentation, and completion of administrative tasks. Assist with collecting, organizing, and compiling information needed for grant‑related reports, documentation, and administrative submissions. Monitor upcoming deadlines and communicate reminders to appropriate staff to support timely completion of assigned responsibilities. Maintain accurate records of completed activities, submitted documentation, and outstanding administrative items. Collaborate with the Director and designated staff to ensure that grant‑related materials are organized, accessible, and submitted within established timelines. Identify missing or incomplete administrative documentation and communicate necessary follow‑up to appropriate personnel. 3. Professional Learning, Meetings, and Event Coordination Coordinate administrative and logistical arrangements for professional learning sessions, meetings, conferences, workshops, and regional events. Assist with event planning, scheduling, registration, participant communication, and preparation of materials. Coordinate meeting spaces, room arrangements, virtual meeting platforms, audiovisual needs, supplies, and other event logistics. Prepare and maintain registration forms, attendance records, sign‑in documentation, name tags, certificates of attendance, and related materials. Communicate with presenters, facilitators, vendors, and participants regarding event details and logistical needs. Coordinate speaker scheduling, required documentation, and payment‑related paperwork in collaboration with appropriate fiscal personnel. Assist with tracking event participation, evaluations, and other information required for reporting or organizational records. Provide on‑site or virtual administrative support during events and professional learning activities as assigned. Assist with post‑event follow‑up, documentation, and records management. 4. Communication and Customer Service Serve as a professional and responsive point of contact for SST staff, school districts, educational partners, community members, and other stakeholders. Answer, screen, and direct telephone calls and electronic communications appropriately. Greet visitors, respond to routine inquiries, verify appointments, and direct individuals to appropriate staff or offices. Prepare and distribute internal and external communications, announcements, invitations, and other administrative correspondence. Facilitate timely communication between the Director, SST staff, and relevant stakeholders. Maintain awareness of relevant organizational updates, procedures, and scheduled activities to support accurate communication. Refer inquiries requiring policy interpretation, administrative decisions, or specialized expertise to appropriate personnel. Promote a positive, professional, and service‑oriented image of the SST and Educational Service Center. 5. Records, Data, and Information Management Establish and maintain organized electronic and paper‑based filing systems that support secure record retention and efficient retrieval. Enter, update, verify, and maintain information in databases, spreadsheets, registration systems, and other administrative platforms. Collect, compile, format, and organize data for reports, summaries, presentations, and other administrative purposes. Review documents and data for accuracy, completeness, consistency, and professional presentation. Maintain logs and records of assigned activities, requests, correspondence, and completed work. Organize and distribute consultation summaries, meeting documentation, and other program‑related materials as directed. Maintain administrative forms, templates, shared documents, and procedural resources. Ensure records are maintained and disposed of in accordance with applicable retention schedules, confidentiality requirements, and Board policies. 6. Office Operations and Organizational Support Support the daily administrative operations of the State Support Team to maintain an efficient, organized, and professional work environment. Monitor office supplies, materials, and equipment needs; coordinate replenishment or service requests as appropriate. Process incoming and outgoing mail, packages, and electronic correspondence. Prepare, reproduce, assemble, scan, and distribute documents and materials as needed. Maintain shared administrative calendars, forms, resources, and organizational information. Assist SST staff with administrative requests, document preparation, meeting coordination, and other assigned support needs. Use office technology and digital tools effectively to streamline processes and improve productivity. Identify routine technology or equipment concerns and coordinate assistance with appropriate support personnel. Collaborate and cross‑train with other administrative staff to ensure continuity of operations. Participate in staff meetings, professional learning opportunities, and organizational improvement activities as directed. Professional Expectations Demonstrate professionalism, integrity, accountability, and a strong commitment to high‑quality service. Maintain confidentiality and exercise appropriate discretion in all professional responsibilities. Exhibit initiative, resourcefulness, and independent judgment within the scope of assigned duties. Complete assignments accurately, efficiently, and within established timelines. Demonstrate flexibility and adaptability in responding to changing priorities and organizational needs. Communicate clearly, respectfully, and effectively with colleagues and stakeholders. Maintain organized systems and reliable follow‑through on assigned tasks and responsibilities. Work collaboratively with the Director, leadership team, SST personnel, and other administrative staff. Support the mission, priorities, and continuous improvement efforts of the State Support Team and Educational Service Center. Follow applicable Board policies, administrative guidelines, and legal requirements. Accept responsibility for assigned duties, professional decisions, and conduct. Perform other related duties as assigned by the SST Director, Superintendent or designee. Job Performance Evaluation Job performance will be evaluated in accordance with the policies and procedures adopted by the Governing Board of the Educational Service Center of Central Ohio. Evaluation may consider the accuracy, timeliness, organization, responsiveness, professionalism, and effectiveness of administrative support; communication; documentation management; event coordination; and completion of assigned responsibilities. Conduct and Compliance Employees are expected to comply with applicable Board policies, workplace conduct standards, confidentiality requirements, and drug‑free workplace regulations. Employees must maintain all qualifications, credentials, or licenses required for their assigned responsibilities, when applicable. Terms of Employment Terms of employment, work schedule, and other conditions of employment shall be established in accordance with applicable Board policies, employment agreements, and organizational requirements. The employee is expected to uphold the mission and values of the Educational Service Center of Central Ohio and demonstrate ethical, responsible, and professional conduct. Compensation Salary schedule placement will be commensurate with relevant education, training, and professional experience. Salary, insurance coverage, and fringe benefits will be determined in accordance with current Board‑adopted policies and applicable salary schedules. Job ID 24320 - Executive Secretary - SST11 Welcome to ATX Learning At the ESC, we're dedicated to fostering a dynamic work environment that empowers our staff to make a meaningful impact in education. If you're passionate about supporting educators and enhancing student success, you've come to the right place! Explore our open positions and discover how you can contribute to our mission. Join us in making a difference in the lives of students and educators across our community. Apply today and #BeTheDifference at the ESC! #J-18808-Ljbffr TrulyHired