Executive Assistant to the Director of Business Affairs

Executive Assistant To The Director Of Business Affairs

The Executive Administrative Assistant provides high-level administrative support to the Director of Business Affairs and District operations. Responsibilities include Board support, office coordination, records management, purchasing and financial documentation, scheduling, communications, and compliance-related tasks. The ideal candidate is highly organized, detail-oriented, professional, and able to maintain confidentiality while working effectively with staff, vendors, government agencies, and the public.

Responsibilities:

• Support the Director of Business Affairs and School Board Secretary functions, including Board agendas, minutes, meeting materials, records, and summaries.
• Coordinate monthly School Board agenda preparation, publication, and supporting documentation.
• Manage Right-to-Know requests and assist with public notice and legal advertising requirements.
• Prepare correspondence, reports, presentations, purchase orders, agreements, payment requests, and other District documents.
• Manage calendars, meetings, appointments, and events.
• Process and track invoices, reimbursements, contracts, bids, purchasing records, and other financial documentation.
• Maintain confidential financial, personnel, Board, and compliance records.
• Compile information and prepare reports for audits, Board meetings, and state reporting.
• Coordinate communication among District departments, vendors, government agencies, staff, families, and community members.
• Maintain office files, databases, and designated Business Office and School Board webpages.
• Distribute and collect Statements of Financial Interest and obtain/maintain a Notary Commission as required.
• Support special projects and provide assistance with part-time or summer clerical staff.
• Perform other duties as assigned to support efficient District operations.

Qualifications:

• High school diploma required; Associate degree preferred or equivalent combination of education and experience.
• 3 - 5 years of administrative support experience, preferably in a school district or public-sector environment.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, Teams, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, customer-service, and problem-solving skills.
• Ability to handle confidential and sensitive information with discretion.
• Knowledge of school business operations, budgeting, purchasing, or finance preferred.

Application Requirements:

• Online application
• Letter of interest and resume
• Three current letters of reference (one must be from a direct supervisor)
• Unofficial transcripts
• Current clearances: Act 34, Act 151, Act 114, and Act 24 (PDE6004 Form)

Great Valley School District is an equal-opportunity education institution and will not discriminate on the basis of race, color, national origin, sex, age, religion, or handicap in its activities, programs, or employment practices as required by Title VI, Title IX, Section 504, Individuals with Disabilities Education Act, Chapter 15 of the Pennsylvania School Code, and Americans with Disabilities Act. For information regarding civil rights, grievance procedures, services, activities, and facilities accessible to and usable by handicapped persons, contact the Human Resources Office, Great Valley School District, 100 Lindenwood Dr., Malvern, PA 19355 View phone number on click.appcast.io).