Executive Assistant, Chief Communication Officer/ General Counsel

$53,664 - $74,131/Yr

Midland Independent School District - Midland, TX

Full-time - Mid Level

Midland, TX

Educational Services

About the position

The Executive Administrative Assistant to the Chief Communications Officer and General Counsel plays a crucial role in providing advanced clerical services with minimal supervision. This position is essential for ensuring the smooth operation of the Communications and General Counsel departments within the Midland Independent School District. The assistant will handle a variety of tasks that require discretion and confidentiality, as they will frequently interact with district employees, outside agencies, and the general public. The role involves processing Public Information Requests (PIRs) and requires a strong understanding of legal communication and compliance with state and federal regulations. In this position, the Executive Administrative Assistant will be responsible for preparing various documents, including correspondence, reports, and presentations, while also managing the calendar and scheduling appointments for the Chief Communications Officer. The assistant will oversee the logistics of meetings, including venue reservations and catering arrangements, and will make travel arrangements as needed. Additionally, the role requires answering incoming calls, greeting visitors, and responding to inquiries, ensuring that all communications are handled professionally and efficiently. The assistant will also compile data for state and local reports, maintain records, and ensure compliance with policies and regulations. A key aspect of the role is to manage Public Information Requests, which includes assigning tasks to relevant departments, ensuring deadlines are met, and communicating with requestors. The position demands strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously while maintaining confidentiality and adhering to safety protocols.

Responsibilities

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
• Schedule appointments and maintain the administrator's calendar.
• Oversee the setup and breakdown of meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or concerns to other administrators.
• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.
• Receive Public Information Requests (PIR) and assign tasks to relevant departments.
• Ensure adherence to PIA deadlines and review all incoming and outgoing correspondence regarding PIRs.
• Communicate with requestors and handle records in accordance with the PIA.
• Consult with General Counsel and the Office of the Texas Attorney General as needed.
• Conduct basic legal research and assist with PIA training for district employees.

Requirements

• High School Diploma/GED
• Minimum of 3 years' related work experience
• Ability to work cooperatively with co-workers
• Excellent interpersonal skills
• Proficient in the use of MS Office 2010 applications including Word, Excel, and PowerPoint, and web-based/internet software
• Excellent verbal and written skills
• Detail oriented
• Excellent telephone and organizational skills