Confidential Executive Assistant to the Superintendent

Confidential Executive Assistant to the Superintendent

The Confidential Executive Assistant to the Superintendent serves as a senior administrative professional responsible for managing complex, high-level operational, organizational, and governance functions. This role provides direct executive support to the Assistant Superintendent while also serving as a liaison and operational support to the School Committee. The position requires the exercise of independent judgment, discretion, and initiative in handling confidential matters, coordinating across departments, supporting governance processes, and ensuring the efficient functioning of both divisional operations and School Committee work.

Education & Experience: Associate's degree required; Bachelor's degree preferred. Minimum of 35 years of progressively responsible administrative experience, preferably in a public school or complex organizational setting. Strong knowledge of office administration, organizational systems, and educational environments. Advanced proficiency in Microsoft Office and data systems (Excel, Word, PowerPoint; database tools). Proficiency in AI tools for productivity, scheduling and project management software and AI tools. Exceptional organizational, analytical, and problem-solving skills. Excellent written and verbal communication skills. Ability to manage multiple priorities and work effectively in a fast-paced, high-demand environment. Demonstrated ability to handle confidential information with discretion. Ability to work independently and collaboratively with diverse stakeholders. Strong attention to detail and commitment to accuracy.

Essential Job Duties and Responsibilities (Not Limited To):

Key Responsibilities

1. Executive & Departmental Support

Provide comprehensive administrative and operational support to the Assistant Superintendent.

Manage a complex calendar and scheduling system, coordinating meetings with principals, central office staff, and external partners.

Anticipate needs and prepare materials, agendas, and briefing documents for meetings and initiatives.

Draft, edit, and prepare correspondence, reports, presentations, and internal communications.

Serve as a primary point of contact for the division, responding to inquiries and resolving issues with professionalism and discretion.

Support confidential matters, including collective bargaining, personnel issues, and sensitive departmental work.

2. School Committee Liaison & Governance Support

Coordinate School Committee agenda items related to Teaching & Learning (Elementary/Secondary), ensuring timely preparation and submission of materials.

Prepare, compile, and quality-check reports, presentations, and briefing documents for School Committee meetings.

Attend School Committee meetings as needed; support tracking of follow-up actions and requests. Includes several nights per month for School Committee meetings.

Draft summaries, responses, and follow-up correspondence related to School Committee inquiries.

Ensure compliance with timelines, documentation requirements, and public posting expectations related to School Committee work.

Collaborate with the Executive Assistant to the Superintendent and School Committee staff to ensure alignment and coherence of materials and messaging.

3. Budget, Grants, and Resource Management

Monitor and maintain the division's budget, including tracking expenditures and preparing reports.

Serve as liaison to the grants office for budget development, tracking, and reporting.

Support the preparation of materials for the annual budget process.

Track vouchers, purchasing, and financial documentation.

4. Data, Systems, and Reporting

Develop and maintain complex spreadsheets, databases, and reporting systems (e.g., Excel with pivot tables, data exports).

Support data collection, analysis, and reporting for departmental and School Committee needs.

Maintain records related to personnel, programs, assessments (e.g., MCAS), and departmental initiatives.

Prepare data summaries and visualizations for internal and public reporting.

5. Meeting & Operations Management

Coordinate logistics for departmental and cross-functional meetings, including scheduling, materials, and follow-up.

Prepare meeting agendas, packets, and documentation.

Support the organization of large-scale initiatives, trainings, and events.

Maintain systems to track action items, deadlines, and project progress.

6. Records, Compliance, and Documentation

Maintain organized and confidential files, records, and documentation systems.

Ensure accuracy, completeness, and accessibility of records.

Support compliance with district policies, procedures, and applicable regulations.

Assist in maintaining documentation related to School Committee actions and departmental initiatives.

7. Communication & Stakeholder Engagement

Serve as a liaison between the Assistant Superintendent's office, schools, central departments, School Committee, and the public.

Provide high-level customer service and respond tactfully to concerns and inquiries.

Support communication strategies by preparing clear, accurate, and timely materials.

Collaborate with internal teams to ensure consistent messaging and alignment.

8. Cross-Office Collaboration & Coverage

Work collaboratively with administrative staff across the Superintendent's and School Committee offices.

Provide coverage and support across offices as needed to ensure continuity of operations.

Contribute to a cohesive, responsive, and high-functioning central office administrative team.

Terms of Employment

Work Year: 12 months

Schedule: Full-time; extended hours as needed

Salary Range: Commensurate with experience

Position Type: Administrative / Confidential

This position is designated as confidential due to regular access to sensitive personnel, legal, bargaining, and governance information.

Additional Information

Location: Education Center / Central Office

Start Date: TBD

Supervision/Evaluation: Evaluated by the Superintendent

Work Environment & Physical Requirements:

Office-based work with frequent interruptions and competing priorities.

Regular interaction with staff, administrators, School Committee members, families, and the public.

Evening work required to support School Committee meetings and related responsibilities.

Experience working in cross-generational and cross-cultural workspaces

Occasional lifting up to 25 lbs

Newton North High School