Executive Assistant to the Superintendent

About the position

The Administrative Assistant to the Superintendent provides essential support to ensure the efficient and effective operation of the Superintendent's office and district administration. This role involves handling confidential information, managing schedules, preparing reports, coordinating meetings, and maintaining effective communication with a positive customer service-oriented approach with all stakeholders, including staff, parents, families, students, and community members.

Responsibilities

• Provide administrative support to the Superintendent, Board of Education, Treasurer, and Executive Leadership Team.
• Support the preparation of presentations, runs and drafts reports, and researches information for the Superintendent and leadership team members to support the strategic plan and efficiency of the organization.
• Prepare and upload information and documents to Board Docs, the Board of Education's site for meetings, agendas, dates, policies, etc.
• Support the development, revision, and processing of changes to the Board of Education policies and Administrative Guidelines.
• Develop, manage, and revise ongoing creation and management of spreadsheets and databases for staff personnel, specific projects, needed district information, etc.
• Use professional discretion to organize, assess, and determine the distribution of materials on behalf of the Office of the Superintendent.
• Collect, analyze, and provide background information to the Superintendent for responses to inquiries from all stakeholders.
• Collaborate and assist in the development, planning, and coordination of events to support the Superintendent and Board of Education.
• Make conference registration, lodging, and travel arrangements for the Superintendent and Board of Education Members.
• Facilitate and manage the annual Superintendent's budget, including tracking expenditures and providing ongoing reports and analysis.
• Plan, schedule, and flexibly adjust the Superintendent's appointments.
• Coordinate calendars to support various groups' meeting dates/times.
• Support Superintendent committees and attend meetings, as requested.
• Plan meeting arrangements and details to ensure successful meetings.
• Manage the day-to-day operations of the Superintendent's office.
• Proactively initiate the development of ideas and solutions to improve effectiveness and efficiency.
• Collect, develop, organize, and keep confidential data systems related to personnel.
• Perform as the key contact in the absence of the Superintendent.
• Collaborate with the Superintendent, Treasurer, and Director of Employee Relations in managing personnel records.
• Maintain and secure personnel records - both digital and hard copies.
• Support and organize the memorialization of personnel actions.
• Support and publish the posting of vacancies in accordance with Collective Bargaining Agreements.
• Support and facilitate ongoing communication between the Superintendent and various stakeholders.
• Create draft correspondence and letters as directed.

Requirements

• Associate's degree or higher in business administration, office management, or related field.
• Five years of administrative assistant or secretarial experience.
• Extensive skill set in word processing, spreadsheets, presentations, database applications, and other software management systems.
• Satisfactory criminal background check in accordance with Ohio law.

Nice-to-haves

• Certified and current Ohio Notary Public.
• Experience in the public education K-12 school system/district.

Benefits

• School Employees Retirement
• Medical, Dental and Vision Insurance
• Vacation, Personal and Sick Leave