Executive Assistant to the Assistant Superintendent (Hibbard)

$53,477 - $70,179/Yr

Tigard Tualatin SD 23J - Tigard, OR

Full-time - Mid Level

Tigard, OR

Educational Services

About the position

The Executive Assistant to the Assistant Superintendent provides essential executive support to the Office of the Assistant Superintendent and the Directors of Equity & Inclusion and Secondary, College & Careers. This role is pivotal in ensuring smooth operations within the office, requiring professionalism, discretion, and the ability to handle sensitive information. The assistant will coordinate meetings, manage budgets, and serve as a liaison among various stakeholders, contributing to the overall effectiveness of the administration.

Responsibilities

• Schedule, organize, and attend various meetings; prepare agendas, send notices, take, transcribe, and distribute minutes; maintain appointment calendars.
• Develop and maintain spreadsheets and reports to analyze instructional data; compile statistical data and prepare reports for administrators.
• Maintain departmental budgets, ensuring accuracy and compliance with federal and state requirements; process purchase requisitions and budget transfers; oversee contracts, invoices, and produce financial and statistical reports.
• Independently draft various materials, including inter-office communications, emails, forms, contracts, legal documents, and project-related correspondence; proofread and edit for accuracy in spelling, punctuation, and grammar.
• Act as a liaison among teachers, principals, and central office administrators; communicate sensitive information to staff, students, parents, and community members while maintaining confidentiality.
• Identify and address potential issues, notify administrators of district-wide concerns, and conduct research projects as needed.
• Oversee the organization and coordination of the annual Classified Inservice.
• Make independent decisions within established guidelines and structure; prioritize tasks effectively for timely completion.
• Prepare and track individual and agency contractual agreements.
• Prepare materials and arrange rooms for trainings and meetings to ensure participant comfort.
• Develop and maintain organizational filing systems for project and confidential files.
• Order supplies, assist with budget monitoring, maintain personnel files, review mail, and handle emergencies or crises appropriately.
• Assist in building and maintaining an office team to support administration and school needs; maintain a calm, professional demeanor during stressful times.
• Fill and maintain office machines such as copiers and fax machines.
• Deliver messages, packages, and supplies as needed.

Requirements

• Bachelor's degree or equivalent combination of education and experience (5-7 years total).
• Proficiency in computer applications, including databases and spreadsheets.
• Excellent organizational abilities to manage multiple tasks and staff members.
• Ability to communicate effectively and engage with diverse stakeholders.
• Ability to address and resolve patron concerns.

Nice-to-haves

• Experience in Infinite Visions
• Knowledge of Curriculum Purchasing
• Bilingual/Bi-literate Abilities (Spanish)

Benefits

• Full-time position with a competitive hourly wage ranging from $25.71 to $33.74.
• 12-month work year with potential for salary advancement based on experience.