Administrative Assistant to the Superindentent

About the position

The Administrative Assistant to the Superintendent provides high-level administrative support and acts as a liaison to the Board of Education and senior district leaders. This role requires strong organizational, communication, and project management skills to effectively manage the superintendent's schedule, coordinate meetings, and handle sensitive matters with discretion. The ideal candidate will be detail-oriented and capable of balancing multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate the superintendent's schedule and calendar, screen calls, prioritize requests, and resolve scheduling issues.
• Organize complex calendars and schedules for the superintendent and board members, communicating with stakeholders to resolve scheduling conflicts.
• Manage sensitive matters with confidentiality and discretion, especially regarding discussions impacting the superintendent and board.
• Oversee the administrative needs of the superintendent, including budget reconciliation, correspondence management, and requisition development.
• Coordinate various projects and functions in support of the superintendent and board responsibilities, ensuring deadlines and budget compliance.
• Arrange travel for the superintendent and board members, including flights, lodging, and meals, and reconcile expenses according to policy.
• Attend Board of Education meetings, transcribe minutes, and manage the posting of documents to the district website.
• Provide logistics for board meetings, including drafting agendas and preparing meeting rooms.
• Prepare a variety of written reports, memos, and documents of a confidential nature in support of the superintendent and board.
• Research topics to provide information and recommendations to support the superintendent and board.
• Communicate effectively with diverse individuals and groups while maintaining confidentiality and building positive relationships.
• Develop and maintain strong working relationships and support a collaborative team environment.
• Show initiative and resourcefulness to gather and analyze information, identify issues, and develop strategic solutions.
• Oversee the maintenance and cleaning of the board room and shared conference rooms, and manage office supplies inventory.
• Participate in meetings and workshops to convey and gather information required for job functions.

Requirements

• High school diploma or equivalent.
• Minimum of three (3) years of experience as a Secretary, Administrative Assistant, or Executive Assistant.
• Advanced computer skills in Microsoft Office (Word, Outlook, PowerPoint) and intermediate skills in Excel.
• Experience with calendaring programs for scheduling meetings and setting reminders.
• Experience with budgets, financial records, and maintaining accurate records.
• Experience with meeting logistics, event planning, and coordinating travel reservations.
• Strong communication skills, both written and verbal, with a professional tone.
• Ability to attend and support biweekly evening board meetings.
• Ability to perform physical tasks such as lifting up to 30 pounds and operating standard office equipment.

Nice-to-haves

• Bachelor's degree or Certified Administrative Professional (CAP) credential.
• Five (5) years of experience as a Secretary, Administrative Assistant, or Executive Assistant.
• Experience using BoardBook, Business Plus, and PowerSchool.
• Experience with cloud-based applications and Microsoft Teams.
• Intermediate skills in bookkeeping and accounting practices.
• Experience supporting board meetings and taking accurate minutes.
• Experience maintaining and updating a website and public communications.
• Fluency in another language besides English.

Benefits

• Eligible for benefits as per the district's policy.