Executive Assistant to the Superintendent (230 days)

Executive Assistant - Superintendent

Reports to: Superintendent

Date Revised: May 22, 2026

Dept./School: Executive Office

Primary Purpose

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.

Qualifications

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

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 and prioritize numerous complex administrative activities

Experience: 5 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties

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. Attend and record minutes of executive staff and board meetings as required.
3. Prepare all correspondence, forms, reports, manuals, memoranda, presentations and reports for superintendent.
4. Comply with policies established by federal and state laws and regulations, and local board policy.
5. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process purchase orders and payment authorizations.

Reception and Phones

1. 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.
2. Schedule appointments and maintain superintendent's calendar.

Other

1. Manages and coordinates school board and bond election protocols in conjunction with the Nueces County Clerk and in accordance with Texas Election Code.
2. Assign work to executive office clerical staff and oversee completion.
3. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
4. Compile, maintain, and file all reports, records, policies, and other documents as required.
5. Maintain confidentiality.
6. Follow district safety protocols and emergency procedures.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

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

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

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: 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.