Chief Executive Administrative Assistant And Board Relations Coordinator

CONNALLY INDEPENDENT SCHOOL DISTRICT

JOB TITLE: Chief Executive Assistant & Board Relations Coordinator
WAGE/HOUR: Exempt/Professional

REPORTS TO: Superintendent PAY GRADE: 1

DEPARTMENT: Central Office DAYS: 226 days

ROLE AND PURPOSE:

Provides administrative support for the Superintendent and the Board of Trustees. The Chief Executive Assistant & Board Relations Coordinator organizes and performs administrative work of a high level with minimal supervision. The Chief Executive Assistant & Board Relations Coordinator is integral to the school district's daily administrative operations and communications. This role is responsible for maintaining disciplined systems, ensuring timely communication and follow-through, and enabling effective governance through accurate preparation and posting of Board materials. Responsible for the on-site leadership of clerical employees assigned.

QUALIFICATIONS:

Education/Certification:

• Bachelor's degree in business, communications, education, or comparable work experience in addition to a bachelor's degree in another area.

SPECIAL KNOWLEDGE/SKILLS:

• Strong organizational and project management skills with attention to detail
• Ability to manage multiple priorities in a fast-paced executive environment
• Strong written and verbal communication skills, including drafting professional correspondence
• Knowledge of school district policies, procedures, guidelines.
• Knowledge of records retention, Texas Open Meetings Act, Texas Public
• Ability to handle confidential information with discretion and professionalism
• Ability to make independent decisions regarding, planning, organizing, and scheduling.
• Excellent public relations, organization, communication, and interpersonal skills.
• Ability to multi-task numerous complex administrative activities.
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing.

EXPERIENCE

Three to five years of prior related work experience, preferably with advanced administrative support or executive-level administrators and School Board Members in an educational environment.

MAJOR RESPONSIBILITIES AND DUTIES:

I. PROVIDE ADMINISTRATIVE ASSISTANCE TO THE SUPERINTENDENT AND BOARD

• Assists the Superintendent in general administrative operations.
• Develop and process confidential data and information regarding district operations, negotiations, and personnel management.
• When appropriate, interpret district policies, guidelines, and directives to staff, administration, and the public.
• Acts as liaison for the school board in community contacts.
• Performs administrative work of a high level with minimal direction and supervision.
• Prioritizes, composes, edits, and formats documents on their own initiative or when directed.
• Compiles, screens, and prioritizes incoming correspondence and telephone calls for the Superintendent and Board.
• Maintains diplomatic and helpful manner when dealing with the public, district staff, and Board.
• Identifies concerns, problems, and complaints and provides direct assistance to the public, district staff, and Board by explaining policies and/or negotiating solutions.
• Reports regularly to the Superintendent on any developments or problems within the district requiring the Superintendent's awareness or action.
• Establish and maintains the filing system of the Superintendent and the Board.
• Maintains an up-to-date policy book for the district and assures that procedures are established for the dissemination of new policies.

II. COORDINATE BOARD MEETINGS

• Organizes, assembles, distributes, and prepares Board agenda with supporting documentation for Board members, administrators, and the public.
• Supervises preparation of Board meeting site.
• Attends Board meetings and takes minutes.
• Prepares official minutes, arranges for publication of approved minutes as required by law, and follows up on Board decisions.
• Communicates Board decision/policy changes to appropriate staff.
• Researches and responds to questions or requests by Board members, staff, or community members.
• Develops and posts/publishes a calendar or schedule of events.
• Provides historical information related to school board agendas, official activities, and decisions to the Board and Superintendent.

III. COORDINATION OF SCHOOL BOARD AND ADMINSITRATION FUNCTIONS

• Plans/schedules time, facilities, and equipment/services for meetings, workshops, special events, receptions, etc.
• When appropriate, develop and arrange for the distribution of invitations to special events.
• Makes travel plans (hotel reservations and registration) for conventions and conferences for Superintendent and Board.
• Responsible for purchase orders and other financial process execution for the Superintendent and Board.
• Prepare briefing materials, talking points, and notes to ensure Superintendent readiness
• Coordinate cross-functional priorities to maintain alignment and execution discipline

IV. MANAGE SUPERINTENDENT'S OFFICE OPERATIONS

• Manage Superintendent's Office operations
• Maintain organized systems for documents, communications, and workflows
• Support coordination across cabinet and central office teams to ensure priorities are executed
• Supervise or coordinate support staff as assigned, including workflow and task management
• Ensure smooth daily operations of the Superintendent's Office

VI. OTHER

• Provides assistance and information to candidates and/or new board members and develops new board member orientation information.
• Writes staff newsletter following school board meetings.
• Compiles required information and processes reports to various federal and state agencies.
• Disseminates state/federal communications to administrative staff and ensure that requests for information from them are handled properly and punctually.
• Communicates with general counsel.
• Perform all other duties as assigned by the Superintendent or designee.

VI. PERFORM OTHER DUTIES AS ASSIGNED

• Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES

• Monitor the work and issue work assignments to assigned clerical staff.

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
• Follows adopted policies and procedures in accordance with School Board priorities
• Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District's Mission Statement.
• Performs other duties as assigned.

APPROVED: Human Resources Department May 2026