Executive Assistant

Executive Assistant

The Chester County Intermediate Unit (CCIU) currently has a vacancy for an Executive Assistant within the Executive Directors Office of the Chester County Intermediate Unit. This is a 260-day position, based out of the Educational Service Center in Downingtown, PA. The position serves as the primary executive administrative partner to the Executive Director, provides executive-level administrative support to the Assistant Executive Director as needed, and serves as Secretary to the CCIU Board of Directors. The role provides high-level executive office coordination, board governance support, and organizational continuity across all divisions of the Intermediate Unit. The position requires the exercise of independent judgment, discretion in confidential and legally sensitive matters, and active participation in executive-level administrative functions. The role maintains institutional knowledge critical to the organization's governance structure, operational rhythm, and executive decision-making processes.

Location: Based out of our Educational Services Center (ESC) at 455 Boot Road in Downingtown, PA

Schedule: Monday - Friday Work Hours: 8 AM - 4 PM, 7.5 work hours + 30 minute unpaid lunch

Exempt Status: Exempt position

Salaried or Hourly: Salary

Qualifications: Education and Experience Bachelor degree required. Minimum of 3-5 years of executive-level administrative experience preferred, including experience supporting senior leadership and/or a governing board. Annual Pennsylvania Notary certification required within 6 months of hiring

Essential Job Responsibilities:

• Executive Office Leadership & Operations: Provides strategic oversight of the daily operations of the Executive Director's office, ensuring alignment with organizational priorities and executive initiatives.
• Executive-Level Coordination & Support: Serves as a central point of coordination for the executive office, supporting the Executive Director and Assistant Executive Director while ensuring alignment across Cabinet and senior leadership.
• Strategic Communication & Documentation: Develops, reviews, and refines executive correspondence, reports, presentations, and official communications, ensuring accuracy, professionalism, and alignment with organizational messaging while maintaining a high level of discretion.
• Board Governance & Corporate Secretary Functions: Provides comprehensive governance leadership and support across multiple boards, including serving as Secretary to the CCIU Board of Directors, Recording Secretary to the Chester County School Authority, and Board Secretary for the Children's Fund of Chester County. Ensures the integrity of board operations through the coordination of agendas, official records, minutes, and governance documentation in compliance with established procedures and legal requirements.
• Compliance, Legal, & Regulatory Oversight: Serves as Open Records Officer, ensuring organizational compliance with the Pennsylvania Right-to-Know Law and managing sensitive requests with sound judgment. Supports compliance efforts by coordinating governance procedures, documentation timelines, and the review of legal services invoices for accuracy and appropriate processing.
• Organizational Planning & Systems Coordination: Leads the coordination of key organizational systems and annual cycles, including development of school calendars across programs, management of board calendars, governance timelines, elections, and official communications. Oversees external partnership functions such as membership coordination for the Pennsylvania Superintendent Study Council.
• Stakeholder Engagement & Liaison: Acts as a primary liaison between executive leadership and internal and external stakeholders, including board members, superintendents, senior administrators, staff, and community partners. Communicates complex and sensitive information with professionalism and discretion.
• Judgment, Initiative & Institutional Knowledge: Exercises independent judgment in prioritizing competing demands, resolving issues, and determining appropriate escalation. Anticipates executive needs and initiates actions to support organizational effectiveness while maintaining institutional knowledge of governance practices, executive processes, and operational continuity. Leads professional development initiatives for Confidential Secretary group. Confidentiality & Analytical Support: Maintains strict confidentiality across all executive, legal, financial, and governance matters. Analyzes complex information, including legal invoices and financial documents, to ensure accuracy and support informed decision-making.
• Other Duties: Performs additional responsibilities as assigned by the Executive Director in support of organizational priorities.

Essential Job Skills:

• Language Skills: Advanced written and verbal communication skills, with the ability to craft, edit, and finalize high-level governance documents and executive correspondence
• Strong organizational and project management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong meeting planning and facilitation skills, including the ability to support agenda development and ensure effective follow-through on action items
• Mathematical Skills: Ability to analyze and interpret complex information, including financial reports and legal invoices, to ensure accuracy and identify discrepancies
• Ability to manage financial data and reporting
• Reasoning Ability: Demonstrated ability to think strategically and align work with organizational goals and executive priorities
• Advanced critical thinking and problem-solving skills, including the ability to anticipate issues and develop effective solutions independently
• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive, legal, and executive-level matters
• Strong understanding of board governance procedures, compliance requirements, and executive office operations
• Political acumen and the ability to navigate complex interpersonal dynamics with senior leaders, board members, and external stakeholders
• Ability to make informed decisions within scope of authority and determine appropriate escalation when necessary
• Exceptional attention to detail, particularly in the preparation and review of legal, financial, and governance documents
• Strong meeting planning and facilitation skills, including the ability to support agenda development and ensure effective follow-through on action items
• Advanced proficiency with technology and office systems, including the ability to learn and adapt to new platforms quickly
• Strong relationship management skills and professional presence, with the ability to represent the executive office effectively
• High level of adaptability, responsiveness, and resilience in a dynamic, high-demand work environment
• Ability to evaluate and improve processes, contributing to the efficiency and effectiveness of executive office operations

Salary Range (2026-2027) Project Staff, Level 14, Exempt, Salary - $68,981 - $86,227 annually *Placement on level is based upon experience in a similar position*

Project Staff Benefits: Excellent medical, prescription, vision and dental coverage at minimal cost to employee If medical, prescription, vision and dental coverage is not needed, generous opt-out payments available 1.5% of annual salary flexible benefit cash payment Life insurance in amount of 2.5x annual salary paid by CCIU Long-term disability insurance effective 31st day of illness/injury Retirement through PSERS, PA's Public School Employees Retirement System Worker's Compensation AR Equal Opportunity Employer Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at View phone number on click.appcast.io.