Executive Assistant - Chief of Business Services

Executive Assistant - Chief of Business Services Starting Date: Immediately Job Summary The Executive Assistant to the Chief of Business Services is a high-level, confidential administrative role supporting the day‑to‑day operations of the Business Services division in a fast-paced executive environment. This position provides critical coordination across departments, manages key communications, supports project implementation, and acts as a liaison on behalf of the Chief with internal and external stakeholders. The role requires professionalism, discretion, sound judgment, and the ability to anticipate needs and manage multiple priorities with accuracy and efficiency. Position Type: Full‑Time | Non‑Exempt | Pay Grade: Para 11 | Days Per Year: 226 | Salary: Min $62,828 / Mid $73,911 Qualifications Required : High school diploma or GED from an accredited institution Minimum of five (5) years of progressively responsible executive administrative experience, including at least two (2) years supporting senior or executive leadership in a public school district, governmental agency, or comparable organization Preferred : Bachelor’s Degree from an accredited college or university Citizenship, residency, or valid work visa Special Knowledge / Skills Strong understanding of financial and business services functions (budget, purchasing, accounting, etc.) Excellent organizational and time‑management skills with the ability to manage multiple tasks and meet deadlines Exceptional written and verbal communication skills, including proofreading and editing Advanced proficiency with office software, scheduling systems, and digital tools Ability to maintain confidentiality, professionalism, and sound judgment at all times Capacity to work independently, anticipate needs, and take initiative within defined parameters Ability to build collaborative relationships with staff, leadership, community members, and external partners Major Responsibilities and Duties Executive and Administrative Support : Provide comprehensive administrative support to the Chief of Business Services, including scheduling, calendar management, correspondence, and meeting coordination Prepare and edit reports, presentations, agendas, and other documents for internal and external audiences Screen and prioritize incoming communications and requests, using discretion and independent judgment to determine appropriate response or referral Maintain a high level of professionalism and confidentiality in managing sensitive information and documents Prepare, organize, and submit all board meeting agenda documents on behalf of the Chief and work directly with Board Services to ensure proper presentation to the Board of Trustees Communication and Coordination : Serve as a liaison between the Chief and district departments, school leaders, board members, vendors, and community stakeholders Coordinate the flow of information across departments to support the implementation of business services initiatives Draft, track, and manage follow‑up on key projects, ensuring timely updates and task completion Financial and Operational Support : Prepare requisitions, track budget‑related transactions, and support purchasing and financial documentation for the Business Services division Assist with coordination of bond and capital improvement documentation, vendor engagements, and department logistics as needed Support internal audits, compliance tracking, and records management File property insurance claims on behalf of the District Review applications, write checks, and maintain the checking account for Spring Assistance for Educators (SAFE) lending program Special Projects and Departmental Support : Provide administrative support for district‑level initiatives, strategic planning sessions, and departmental meetings Manage records, maintain organized electronic and physical filing systems, and ensure alignment with retention and compliance requirements Assist in coordination of district events, public meetings, and presentations involving the Business Services division Perform other duties as assigned Working Conditions Physical Demands : Frequent sitting, walking, standing, keyboarding, and use of office equipment; some lifting and carrying of light items; repetitive hand motions; occasional prolonged and irregular hours. Mental Demands : Ability to work with frequent interruptions; maintain emotional control under stress; manage multiple priorities and meet critical deadlines; handle confidential matters with integrity. The foregoing statements describe the general purpose, responsibilities, and duties assigned to this job and are not an exhaustive list of responsibilities and duties that may be required. #J-18808-Ljbffr Young World Physical Education