Executive Secretary to the Superintendent

Executive Secretary to the Superintendent

The Poughkeepsie City School District (PCSD) is seeking a highly skilled, proactive, and discreet Executive Secretary to the Superintendent. This position serves as a trusted partner to the Superintendent of Schools, providing high-level executive, administrative, and organizational support in a fast-paced, student-centered public education environment. The Executive Secretary plays a critical role in ensuring the efficient operation of the Superintendent's Office, coordinating communication, managing confidential information, and supporting district leadership priorities that advance equity, opportunity, and academic excellence for all students.

Key Responsibilities

• Executive & Administrative Support
• Serve as the primary administrative support to the Superintendent of Schools.
• Manage complex calendars, schedule meetings, and coordinate internal and external engagements.
• Prepare agendas, correspondence, presentations, reports, and briefing materials.
• Attend meetings as required; record, transcribe, and distribute accurate meeting notes and summaries.
• Communication & Coordination
• Act as a professional liaison between the Superintendent, district leadership, staff, families, community partners, and external agencies.
• Screen calls, emails, and visitors; respond independently to routine inquiries using sound judgment.
• Draft and edit high-quality written communications with attention to clarity, tone, and confidentiality.
• Operations & Office Management
• Maintain organized digital and physical filing systems in compliance with records retention requirements.
• Utilize modern office technologies including Google Suite, databases, and collaborative platforms.
• Order and manage office supplies; assist with budget preparation and monitoring as assigned.
• Confidentiality & Professional Judgment
• Handle sensitive, confidential, and time-sensitive information with discretion and professionalism.
• Exercise independent judgment in prioritizing tasks and resolving issues.
• Special Projects
• Support district initiatives and special projects at the direction of the Superintendent and/or designee.
• Compile, analyze, and summarize data and information to support decision-making.

Required Knowledge, Skills & Abilities

• Demonstrated experience providing executive-level administrative support.
• Strong proficiency in Microsoft Office Suite and Google Workspace; ability to learn new systems quickly.
• Excellent written and verbal communication skills.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently, anticipate needs, and solve problems proactively.
• High level of professionalism, tact, diplomacy, and customer service.
• Ability to maintain confidentiality and handle sensitive matters appropriately.

Preferred Qualifications

• Associate's degree or higher in business administration, secretarial science, or a related field.
• Minimum of 4 years of progressively responsible administrative or executive support experience.
• Experience working in a school district, public sector, or complex organizational setting.
• Supervisory or team-lead experience.

Appointment will be made by the Board of Education upon the recommendation of the Superintendent following assessment of training, experience, certifications, credentials and evaluation of service. Personal interviews shall be scheduled where appropriate.

Salary is commensurate with experience and in accordance with applicable agreements. $ 72,471-$83,083