Administrative Assistant to Executive Team (School Leadership)

Administrative Assistant To Executive Team (School Leadership)

Provides high-level, confidential, and strategically aligned administrative support to a Cabinet Member or Executive Team Member. Ensures the seamless operation of the executive office by managing complex workflows, coordinating communications, and maintaining exceptional organizational systems. Applies discretion, professionalism, and thoughtful, informed judgment while anticipating needs, streamlining processes, and representing the Executive Team with a high degree of competence and service.

Executive Administrative Operations

• Organizes and prioritizes assigned work and develops office procedures to ensure efficient workflow.
• Composes correspondence, reports, documents, and statistical summaries, including confidential materials; processes incoming correspondence and independently prepares routine responses.
• Completes assignments accurately and on deadline, even in high-pressure situations.
• Maintains an efficient filing and records-management system designed for rapid retrieval.
• Proofreads and edits documents for accuracy in spelling, punctuation, grammar, and structure.
• Maintains calendars for Executive Members; schedules appointments, coordinates travel, and prepares meeting itineraries and materials.
• Determines status of office supplies, subscriptions, and service contracts; prepares requisitions as needed.
• Coordinates the preparation, processing, and tracking of invoices; monitors annual department expenditures to ensure alignment with budget limits.
• Prepares, obtains signatures for, and files contracts for district staff.
• Prepares and submits monthly BoardDocs items for the Cabinet Member's division.

Project & Workflow Coordination

• Coordinates departmental projects and implements all related components using strong organizational and follow-through skills.
• Tracks progress and follows up with Executive members, principals, and district staff to ensure completion of multi-step or long-term projects.
• Supports cross-departmental communication to maintain alignment, clarity, and timely execution of tasks.
• Attends meetings as assigned and ensures action items, materials, and follow-ups are completed.

Stakeholder Communication & Customer Service

• Responds courteously and professionally to inquiries and complaints from district patrons; routes callers and visitors to appropriate staff.
• Serves as a professional, service-oriented representative of the Executive Director of HR and the HR division.
• Maintains confidentiality and exercises sound judgment in all interactions.
• Performs other duties as assigned to support the effective operation of the HR division.

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To Be Successful at This Job, You'll Need To: (Qualifications)

• Associate Degree with core studies in administrative, secretarial or executive secretarial field
• Three (3) years executive level secretarial experience (Seven years executive level secretarial experience may be substituted for the degree/experience requirement)
• Ability to process calls with dispatch, diplomacy and professionalism.
• Ability to maintain confidentiality in work-related areas.
• Advanced skill in MS-Word, Excel and PowerPoint

In Order to #LevelUp in This Role, You'll Need: (Preferred Qualifications)

• Ability to type minimum of 70 net wpm, 10-key proficiency, experience with use of calculators, printers, fax, copier machines, along with other basic office equipment.
• Effective written/oral communication skills, including strong spelling, grammatical, proofreading and composition skills.

This job requires that the employee be able to: sit, stand, walk, speak, hear, use hands, fingers, and reach with hands and fingers; bend, stoop, and lift objects of at least ten pounds. Job requires the employee occasionally to stoop, kneel, crouch or crawl. Visual ability requires mono and color vision, close vision, distance vision, depth perception and ability to adjust focus.

Length of work year: In person, 12 months, 5 days per week, 7.5 hours per day, occasional evenings for events may be required. Benefits: Health and Dental Insurance are provided. KCPS Defined Benefit Pension plan mandatory 9% contribution is required from employees and matched by KCPS; Voluntary retirement savings plans are also available.

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