Executive Administrative Assistant to the Superintendent and Board of Education

Executive Administrative Assistant To The Superintendent And Board Of Education

Provide comprehensive, accurate, and professional administrative and secretarial support to the Superintendent. Serve as a liaison between the Superintendent, the Board of Education, district staff, and the community. Foster positive, collaborative working relationships and actively engage in collegial problem-solving across a variety of situations, with a strong emphasis on teamwork.

Essential duties and responsibilities include, but are not limited to, the following:

• Provide technical and administrative support to the Superintendent, including synthesizing information and composing, editing, and formatting letters, memoranda, and reports.
• Schedule, maintain, and manage the Superintendent's calendar.
• Coordinate meetings with districtwide committees, staff, parents, government officials, and other stakeholders.
• Arrange meeting locations and coordinate logistics for meetings, receptions, retreats, trainings, and events of varying size and complexity.
• Review, manage, and respond to correspondence addressed to the Superintendent and Board of Education, exercising professionalism and discretion with all stakeholders.
• Provide executive-level and confidential support to the Superintendent and Board, handling sensitive information with sound judgment and discretion.
• Research, gather input, and develop the annual budget for the Superintendent and Board.
• Oversee office budgeting functions, including purchasing, billing, and bookkeeping.
• Advise and assist administrators and staff regarding district procedures; Board and administrative policies; and the expectations of the Superintendent and Board.
• Anticipate potential issues or conflicts and develop effective solutions.
• Assist with parent and community concerns, inquiries, and complaints by interviewing callers, providing guidance, and making appropriate referrals.
• Collaborate with the Superintendent and staff to prepare, format, and distribute agendas and supporting materials for Board meetings, Board study sessions, and other activities as directed.
• Attend Board meetings and serve as executive secretary to the Board and Superintendent.
• Post agendas and prepare and publish official minutes in compliance with state law and district policy.
• Prepare and distribute communications to administrative office staff, district administrators, and other groups as needed.
• Serve as a liaison between the Superintendent and the Board to ensure accurate, timely, and effective communication.
• Coordinate the review, updating, and editing of Board policies, regulations, exhibits, and manuals as necessary.
• Act as a daily resource for district staff regarding Superintendent and Board policies, procedures, and communications.
• Serve as lead secretary for the district by coordinating communication, meetings, and professional development opportunities for secretaries and administrative assistants.
• Coordinate travel, conference, and workshop arrangements for the Superintendent, Board members, and other administrators, including transportation, lodging, meals, and registrations.
• Demonstrate strong initiative by proactively anticipating timelines, deadlines, and next steps; independently identifying emerging needs; and taking action to ensure the Superintendent and Board are consistently prepared, informed, and supported.
• Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and related work experience: Bachelor's degree from an accredited university, or equivalent combination of education and experience. Minimum of five years of successful experience as an executive secretary or in a comparable administrative role.

Licenses, registrations or certifications: Criminal background check required for employment. Valid Colorado Notary Commission preferred.

Technical skills, knowledge, and abilities: Demonstrated proficiency in a wide range of relevant computer applications and executive office technologies. Exceptional office management skills, including a warm, professional, and receptive interpersonal approach. Outstanding written communication, editing, and proofreading skills. Strong filing, organizational, and records management skills. Advanced telephone and email etiquette with a high level of professionalism. Ability to perform detailed, accurate work and maintain precise records. Demonstrated creative and effective problem-solving abilities. Strong verbal communication and interpersonal skills. Ability to greet and interact effectively and courteously with the public. Outstanding human relations skills and professionalism. Proven ability to work collaboratively and contribute effectively as a team member. Ability to successfully multitask across multiple projects and adapt quickly to changing priorities and unexpected demands. Demonstrated ability to work independently while exercising sound judgment and initiative. Willingness and ability to assume responsibilities across a wide range of tasks, from routine to complex. Fluency in Spanish preferred.

Material and equipment operating knowledge: Operating knowledge of and experience with personal computers, office software, and related peripherals. Advanced proficiency with Microsoft applications, including Word, Excel, PowerPoint, Outlook, Adobe, and SharePoint. Operating knowledge of Infinite Visions financial software preferred. Operating knowledge of and experience with standard office equipment, including telephones, copiers, fax machines, and related devices.

Training: Mandatory Title IX training is required by the Colorado Department of Education and for all public school employees. Title IX training addresses harassment, discrimination, and bullying. Completing these mandatory Title IX training courses ensure we are meeting state requirements while continuing to foster a culture of safety and belonging across our schools. You will have two mandatory training courses that must be completed within 30 days of your date of hire and are required to be completed on your own time.

Supervision/technical responsibility: May directly supervise one or more employees and spend less than 50% of assigned time performing supervisory duties. Carries out supervisory responsibilities in accordance with organizational policies and applicable laws. Responsibilities may include planning, assigning, and directing work, as well as addressing complaints and resolving problems.

Judgment and decision-making: Additional duties may be assigned by the Superintendent or Board members. Requires independent judgment, tact, and discretion to address and diffuse staff or parent concerns, directing them appropriately. Decision-making is guided by Board policies, applicable laws, district values and expectations, and an understanding of the Superintendent's leadership preferences.

Diversity of duties: Duties require cross-training in communication skills, including diffusing challenging situations and providing clear directions, as well as proficiency in math, budgeting, and problem-solving. Responsibilities span multiple district areas and levels of authority on a daily basis.

Physical demands: While performing the duties of this job, the employee may be required to sit, stand, walk, speak, hear, use hands, reach, stoop, kneel, crouch, or climb. The employee may occasionally be required to lift or carry up to 50 pounds and assist with pushing or pulling equipment. Vision requirements include close vision and the ability to adjust focus.

Work environment: The noise level in the work environment is usually quiet.

Mental functions: While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, use interpersonal skills, and negotiate. Frequently required to coordinate, instruct, compute, synthesize, and evaluate.

Evaluation: Performance will be evaluated in accordance with the Board's policy on the District Classified Performance Evaluation System.

Method of application: External applicants must complete a career application online through Frontline Recruiting & Hiring. Current Mapleton employees should create an account and submit their interest as an internal candidate through Frontline Recruiting & Hiring. Smoking is not permitted in school district buildings or on school grounds.