Executive Assistant to the Superintendent

Executive Assistant To Superintendent & Board Of Education Recording Secretary

Qualifications: High school diploma or equivalent Associate's degree or equivalent experience in office management, business administration, or a related field (preferred) A minimum of five (5) years' successful executive level assistant experience, preferably in a school setting Exemplary knowledge of Microsoft Office suite and Google Workspace Proficiency with online agenda and meeting management platforms, Diligent Community preferred Knowledge of Board governance procedures and public meeting requirements Exceptional written and oral communication skills, including strong grammar, proofreading, and editing abilities to ensure accuracy and clarity in correspondence, reports, and official documents Excellent customer service, organization, prioritization, analytical, and interpersonal skills Sound judgment, a high level of trustworthiness, and respect for confidentiality Ability to work quickly and accurately in a deadline-driven environment with frequent interruptions Ability and willingness to work overtime during high needs times of the year as directed Familiarity with the Illinois Open Meetings Act, Freedom of Information Act, and applicable education laws (preferred)

Responsibilities: Board Of Education Support Serves as Recording Secretary for the Board of Education, as delegated. Coordinates all Board of Education meetings, including regular, special, committee, and closed session meetings. Prepares Board meeting agendas in collaboration with the Superintendent and other designated officials. Compiles, proofreads, and distributes Board agenda materials within established timelines. Attends Board meetings, records official proceedings, prepares accurate meeting minutes, and maintains official Board records. Maintains the Board of Education Policy Manual in accordance with established District procedures. Coordinates Board member onboarding, orientation, training, and required governance documentation. Prepares and processes Board resolutions, legal notices, oaths of office, election documents, and official certifications. Complies with the Illinois Open Meetings Act (OMA), Freedom of Information Act (FOIA), Local Records Act, and Board policies. Serves as liaison between the Board of Education, Superintendent, and district administrators, and community members. Deputy Superintendent Support Serves as an initial point of contact and responds to various requests and inquiries from District employees and outside entities. Screens calls, visitors, and requests while exercising independent judgment regarding priorities and appropriate responses. Provides confidential executive administrative support to the Deputy Superintendent. Manages calendars, appointments, meetings, and travel arrangements. Coordinates meetings and prepares agendas, reports, presentations, and meeting materials. Coordinates District events, recognition programs, community meetings, and other gatherings. Gathers, organizes, analyzes, and inputs large quantities of data (including confidential data) with speed and accuracy for a variety of regulatory, legal, and other purposes. Completes a high volume of computer-based work using specialized software and databases, sometimes with short timelines or to meet established deadlines. Prepares, edits, and formats high quality draft and finalized letters, memos, and other materials, ensuring completeness, accuracy, and compliance with laws, policies, and procedures. Engages in problem solving by analyzing situations and communicating effective solutions both verbally and in writing. Assists with budget management and purchasing, in compliance with established District procedures. Other Responsibilities Works cooperatively with co-workers and other District employees. Demonstrates considerable judgment and tact when handling the diverse issues that arise. Maintains a regular, organized filing system, including locked, confidential files. Maintains high standards of professionalism and confidentiality and actively models these for others. Works well under pressure with tight deadlines and frequent interruptions. Follows complex oral and written instructions. Performs other related duties as assigned.