Executive Assistant to the Superintendent

Paradise Unified School District - Paradise, CA

Full-time - Executive

Paradise, CA

Educational Services

About the position

The Executive Assistant to the Superintendent plays a crucial role in providing high-level administrative support to the District Superintendent and the Board of Education. This position is characterized by a high degree of confidentiality and responsibility, requiring the incumbent to operate with limited supervision within a broad framework of established policies and procedures. The role is highly visible within the district, necessitating discretion, initiative, and sound judgment. The Executive Assistant is expected to possess advanced technical knowledge and abilities to effectively perform executive secretarial support services, functioning at an advanced journey level of classification. The essential duties of this position encompass a wide range of administrative tasks that are vital for the smooth operation of the Superintendent's office. These tasks include preparing and coordinating the distribution of public agendas for Board meetings, serving as the recorder during these meetings, and maintaining official minutes, including confidential entries for closed sessions. The Executive Assistant is responsible for transcribing highly confidential dictation, composing correspondence, and managing the scheduling of appointments and travel arrangements for the Superintendent and Board members. In addition to these responsibilities, the Executive Assistant acts as a key information source regarding district policies and procedures, screens visitors and calls, and manages the flow of communication within the office. The role also involves compiling information for special reports, maintaining administrative and confidential files, and providing training and direction to other clerical staff. Overall, this position is integral to the effective functioning of the district's leadership and requires a proactive and organized individual capable of handling a variety of tasks with professionalism and confidentiality.

Responsibilities

• Performs routine administrative tasks not requiring the immediate attention of the Superintendent.
• Prepares and/or coordinates the preparation and distribution of public agendas for the meetings of the Board of Education; gathers, organizes, and prepares back up materials for agenda items; assures proper content, format, order and supporting documentation.
• Serves as recorder at Board of Education meetings; taking notes and preparing the official minutes for appropriate review and distribution.
• Maintains official minutes of Board of Education's meetings including indexing the minutes; maintains confidential minute book entries for closed sessions.
• Receives and transcribes highly confidential dictation; composes routine and specialized correspondence independently from own knowledge of matters involved.
• Arranges and schedules appointments, meetings, and travel arrangements for the Superintendent and members of the Board of Education.
• Screens visitors and telephone calls for the Superintendent.
• Acts as information source regarding proper interpretation of District policies and procedures; answers questions on policy and law based upon research.
• Keyboards reports, correspondence, memoranda, forms, policies, resolutions, and other documents from dictation, notes, rough drafts, verbal instructions, or own initiative.
• Receives, opens, and screens Superintendent's/Board of Trustees' mail; handles routine items; follows up on items requiring Superintendent's/Board Members' action.
• Maintains, updates, and distributes District/Board policy and procedures manuals.
• Maintains District calendar of activities, gathers information and resolves scheduling conflicts; prepares school calendars.
• Coordinates and prioritizes work flow; may direct and monitor the work of others in a lead capacity on a project basis.
• Compiles and organizes information for the preparation of special reports as requested by the Superintendent and/or the Board of Education.
• Transmits directives, decisions, and Board actions on behalf of the Superintendent; monitors preparation and distribution of District newsletter.
• Establishes and maintains administrative and confidential files.
• Receives requests/complaints; takes appropriate action to resolve complaints or refers to proper person for resolution.
• Performs special projects and prepares reports for the Superintendent and/or Board of Education as assigned.
• Prepares Conflict of Interest forms, distributes to designated District staff members and Board of Trustees, collects completed forms and reviews for completeness; maintains Conflict of Interest forms on file for auditor reviews; provides appropriate forms to designated District staff members and members of the Board of Trustees as they enter or terminate their District position.
• Researches compliance with legal requirements of the Ralph M. Brown Act.
• Researches and organizes complex information for the preparation of special reports as requested by the Superintendent and/or the Board of Trustees; references policies, rules and regulations as necessary; reviews and edits material prepared by others.
• Trains and directs other clerical employees assigned to the office of the Superintendent permanently and/or from time to time.
• Provides advice and support to other District secretaries and clerical staff regarding policies, principles, practices and procedures.
• Alphabetizes, files and maintains order in the card catalogues, book shelves and magazine racks.
• Assists in cataloguing books, pamphlets, records, video tapes, cassettes, etc.
• Compiles, types and updates a variety of records and lists related to library operations including overdue book lists, overdue notices, bibliographies, etc.
• Assists students and teachers seeking information in the card catalogues and on the shelves, assists students and teachers with audio-visual equipment and information.

Requirements

• Proven experience as an executive assistant or in other administrative positions.
• In-depth understanding of office management and administrative procedures.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Familiarity with office equipment and procedures.

Nice-to-haves

• Experience in a school district or educational environment.
• Knowledge of district policies and procedures.
• Ability to work independently and prioritize tasks effectively.

Benefits

• Health insurance coverage.
• Retirement savings plan (401k).
• Paid holidays and vacation days.
• Professional development opportunities.