Executive Assistant to the Superintendent

Executive Assistant to the Superintendent

Position Title: Executive Assistant to the Superintendent School/Department: ESC/Office of the Superintendent Supervisor: Superintendent Start Date: 11/4/2026 Terms of Employment: 260-day Employment Agreement FLSA: Exempt Persons in this position may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this classification, but is intended to accurately reflect the principle elements of the job.

The Executive Assistant to the Superintendent provides high-level administrative, organizational, and confidential support to the Superintendent and serves as a key liaison among district leadership, Board of Education members, staff, families, and the community. This position requires exceptional communication skills, sound judgment, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced public education environment.

Qualifications

• Bachelor's degree preferred
• Minimum of 3-5 years of progressively responsible executive administrative support experience, preferably in a public education or governmental setting
• Demonstrated ability to maintain strict confidentiality
• Strong organizational, multitasking, and time-management skills
• Excellent written, verbal, and interpersonal communication skills
• Proficiency in Microsoft Office Suite, Google Workspace, New World Systems, and office technology systems. Background in Diligent Community preferred.
• Ability to work independently, prioritize tasks, and meet deadlines with minimal supervision
• Knowledge of school district operations, Board procedures, and public meeting requirements preferred

Essential Duties and Responsibilities

Superintendent Support

• Manage and maintain the Superintendent's calendar, appointments, meetings, and travel arrangements
• Coordinate schedules and priorities to maximize efficiency and responsiveness
• Prepare correspondence, reports, presentations, agendas, and other documents on behalf of the Superintendent
• Screen phone calls, emails, and visitors; respond or redirect inquiries appropriately
• Maintain accurate records, files, and confidential information in accordance with district policies and legal requirements
• Monitor deadlines and follow up on assignments, projects, and action items

Board of Education Support

• Provide assistance and support to the School Board
• Organize, assemble, distribute, and prepare the School Board agenda
• Supervise preparation of the School Board meeting site
• Attend School Board meetings, record and prepare minutes
• Communicate School Board decisions/policy changes to appropriate staff
• Knowledge of Roberts Rules and parliamentary procedures preferred

Communication and Public Relations

• Serve as a professional representative of the Superintendent's Office
• Facilitate effective communication among district administrators, staff, parents, community members, and external agencies
• Assist with drafting internal and external communications, announcements, and presentations
• Coordinate special projects, district events, and recognition activities

Office Operations

• Oversee daily operations of the Superintendent's Office to ensure efficiency and professionalism
• Develop and maintain office procedures and systems
• Coordinate meetings, including scheduling, preparation of materials, and hospitality arrangements
• Process purchase orders, invoices, reimbursements, and budget-related documentation as assigned

Confidentiality and Compliance

• Manage sensitive personnel, legal, and student matters with a high degree of confidentiality and professionalism
• Ensure compliance with applicable district policies, state regulations, and public records requirements
• Exercise independent judgment in managing confidential and time-sensitive information

Preferred Characteristics

• Professional demeanor and customer-service orientation
• High attention to detail and accuracy
• Strong problem-solving and decision-making abilities
• Ability to build positive relationships with diverse stakeholders
• Flexibility and adaptability in a dynamic environment

Physical Requirements

• Ability to sit, stand, walk, and use standard office equipment for extended periods
• Occasional lifting of materials up to 25 pounds
• Ability to attend evening Board meetings and take minutes, as well as attend district events as needed

Regular Work Hours/Travel Requirements

• Monday through Friday 7:30am-4:30pm or as necessary to complete administrative responsibilities
• Minimal travel
• Board of Education meetings 2x/month starting at 6:00pm
• Special Board and Executive Sessions as scheduled

Carmel Clay Schools district is an Equal Opportunity Employer and reasonable accommodations are made under the Americans with Disabilities Act as required by law. Non-Certified Admin | 8.31.2026

CARMEL CLAY SCHOOL CORPORATION