Executive Assistant to the Superintendent, Governance and Policy

Peoria Unified School District - Glendale, AZ

Full-time - Entry Level

Glendale, AZ

Educational Services

About the position

The Executive Assistant to the Superintendent, Governance and Policy plays a crucial role in providing comprehensive administrative support to the office of the Superintendent and the Peoria Unified School District. This position is responsible for a wide variety of complex, technical, and confidential tasks that ensure the smooth operation of the Superintendent's office. The Executive Assistant will assist the Superintendent in supervising and coordinating the functions, activities, workload, and record-keeping of the office. This includes planning, organizing, and coordinating activities related to the Superintendent's office and the Governing Board, ensuring that all tasks are completed in a timely manner to meet the needs of the District and the community. In this role, the Executive Assistant will serve as a liaison between the Superintendent and various stakeholders, including staff, public officials, and community representatives. The position requires interpreting policies and administrative regulations, analyzing requests, and providing recommendations for action. The Executive Assistant will also be responsible for scheduling meetings, making travel arrangements, preparing correspondence, and maintaining the Superintendent's calendar. Additionally, the role involves coordinating special projects, managing legal counsel issues, and handling fiscal responsibilities related to proposed projects. The Executive Assistant will attend all regular and special Governing Board meetings, providing information, recording official minutes, and coordinating materials distribution. This position requires excellent written and oral communication skills, as well as the ability to maintain positive relationships with various stakeholders. The Executive Assistant will also be involved in the development and publication of Board meeting agendas and will support the District's Emergency Response Team when necessary. Overall, this position is vital for ensuring effective communication and operational efficiency within the Peoria Unified School District.

Responsibilities

• Provide complex and confidential administrative support to the Superintendent's office.
• Assist in supervising and coordinating the functions and activities of the Superintendent's Office.
• Plan, organize, and coordinate activities pertaining to the Superintendent's office and the Governing Board.
• Interpret policy and administrative regulations to officials and the public.
• Analyze requests and provide recommendations for action.
• Schedule meetings, conferences, and workshops for department staff.
• Make travel arrangements and process expenditure refunds.
• Prepare correspondence, memoranda, and other documents as needed.
• Maintain the schedule of appointments for the Superintendent.
• Serve as a liaison with staff, public officials, and community representatives.
• Manage the engagement calendar for the Superintendent and Governing Board.
• Prepare agendas, minutes, and informational packets for meetings.
• Coordinate annual or special projects and legal counsel issues.
• Research materials to support the Superintendent's actions in policy and budget development.
• Create requisitions and purchase orders, and manage office supplies.
• Schedule interviews, conduct reference checks, and maintain payroll records.
• Respond to inquiries from staff, parents, and the community.
• Maintain and update files, records, and databases for the department.
• Process and monitor confidential agreements and contracts.
• Attend and record official minutes for Governing Board meetings.
• Advise on Open Meeting Law compliance and seek legal counsel when needed.
• Provide excellent written and oral communication on behalf of the Superintendent.

Requirements

• High School graduation or equivalent.
• Five (5) years of relevant administrative or secretarial experience.
• Prior work experience in a PreK-12 public school system preferred.
• College Degree or coursework equivalent to an Associate's Degree in business, management, or related field preferred.
• Knowledge of applicable Federal, state, county, and city statutes, rules, regulations, ordinances, and codes.
• Skill in operating a personal computer and utilizing various software applications.

Nice-to-haves

• Knowledge of BoardDocs or similar systems.
• Experience in customer service and general office management.