ADMINISTRATIVE ASSISTANT TO THE CHIEF ACADEMIC OFFICER

Administrative Assistant to the Chief Academic Officer (CAO)

Position Title

Administrative Assistant to the Chief Academic Officer

Reports To

Chief Academic Officer

Purpose of the Position

The Administrative Assistant to the Chief Academic Officer provides high-level administrative, organizational, and operational support to the Chief Academic Officer and the Academic Services Division. This position serves as a key point of coordination for instructional programs, district initiatives, leadership meetings, communication, budgeting, and project management to ensure the efficient operation of the department and alignment with district priorities.

Essential Duties and Responsibilities

Executive and Administrative Support

• Manage and maintain the Chief Academic Officer’s calendar, including scheduling meetings, appointments, and district events.
• Coordinate travel arrangements, conference registrations, and related logistics.
• Prepare agendas, presentations, reports, correspondence, and meeting materials.
• Maintain confidential records, documents, and information with professionalism and discretion.
• Screen calls, emails, and requests, responding independently when appropriate and directing inquiries as needed.
• Monitor deadlines, priorities, and action items to ensure timely completion of projects and initiatives.

Department Operations

• Serve as a liaison between the Academic Services Division and schools, departments, community partners, and external agencies.
• Support the development and distribution of district communications related to curriculum, instruction, assessment, professional learning, and academic initiatives.
• Assist with the coordination of district committees, advisory groups, and work sessions.

Project and Program Support

• Track progress on strategic initiatives, academic projects, and district priorities.
• Collect, organize, and compile data, reports, and documentation for presentations and decision-making.
• Support implementation of district instructional initiatives by coordinating logistics, materials, and communications.
• Assist with preparation of Board of Education reports, presentations, and supporting documentation.
• Maintain records of departmental activities, meeting notes, and action plans.

Budget and Purchasing Support

• Process purchase orders, reimbursements, invoices, and budget-related documentation.
• Monitor departmental expenditures and maintain accurate financial records.
• Assist with tracking grant expenditures and program budgets as assigned.
• Coordinate purchasing and inventory management for department resources and materials.

Customer Service and Communication

• Provide exceptional customer service to staff, administrators, families, and community stakeholders.
• Communicate professionally and effectively in person, by phone, and in writing.

Other Duties

• Assist with special projects as assigned by the Chief Academic Officer.
• Perform other duties and responsibilities necessary to support the Academic Services Division.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite, Google Workspace, and district software systems.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to coordinate complex schedules, meetings, and projects.
• Knowledge of school district operations and educational programs preferred.

Minimum Qualifications

• Associate degree in Business Administration, Office Administration, Education, or a related field preferred
• Minimum of three (3) years of increasingly responsible administrative support experience; or equivalent combination of education and experience.
• Experience supporting executive-level leadership preferred.
• Experience in a public education setting preferred.

Physical Requirements

• Ability to sit, stand, walk, and operate standard office equipment.
• Ability to occasionally lift and carry materials up to 25 pounds.
• Ability to travel to district locations as needed.