Confidential Executive Assistant to Superintendant - 1.0 - FTE

This job is open until filled. Applications will be reviewed as received. Portland Public Schools reserves the right to make a hiring decision at any point during the posting period.

BASIC FUNCTION

Provide primary executive assistance and high-level confidential administrative support to the Superintendent of Schools and serve as Board Secretary in support of the Board of Education. The position serves as a key liaison among the Superintendent, Board of Education, Cabinet, District leaders, outside agencies, and the public, ensuring effective and efficient communication, coordination, and follow-through on matters of a routine, sensitive, confidential, and politically sensitive nature. This role is distinguished by the breadth of executive and governance support provided, the level of independent judgment and discretion required, and responsibility for supporting legally compliant Board operations, official records, and public processes.

This position requires regular evening and weekend work hours, which can vary from a minimum of one weekly evening meeting per month to a weekly evening meeting and frequently weekend meetings/events.

REPRESENTATIVE DUTIES

This description does not describe all duties performed. This summary provides examples of typical tasks performed.

Executive Support to the Superintendent

• Provide varied and complex professional executive and administrative support services to the Superintendent of Schools; organize, coordinate, and maintain smooth, efficient, and professional operations of the Office of the Superintendent. “E”
• Serve as the initial contact and liaison on behalf of the Superintendent with Board members, elected officials, district administrators, staff, families, community members, outside agencies, and the public; respond to inquiries, provide information, and route matters appropriately using sound judgment, discretion, and knowledge of District procedures. “E”
• Act on behalf of the Superintendent, as directed, in coordinating communications, scheduling, requests for information, follow-up, and administrative matters; anticipate needs, prioritize issues requiring urgent attention, and manage workflow, timelines, and competing demands to maximize the effectiveness of the office. “E”
• Manage the Superintendent’s calendar, appointments, meetings, travel, and related logistics; coordinate and support meetings, conferences, community engagement activities, District events, and special projects led or sponsored by the Office of the Superintendent. “E”
• Research, compile, analyze, prepare, proofread, and maintain a variety of reports, presentations, correspondence, spreadsheets, agendas, scripts, contracts, legal documents, talking points, and other materials for District, public, state, and federal use or dissemination. “E”
• Serve as executive office manager and liaison to Cabinet, department staff, and internal and external stakeholders; coordinate communications, projects, programs, and operational activities on behalf of the Superintendent and monitor progress to ensure timely follow-through and completion. “E”
• Maintain confidential, complex, and official files, records, and correspondence; coordinate and support responses to public records requests and complaints escalated to the Superintendent’s Office in accordance with District policy, legal requirements, and established timelines. “E”
• Maintain budgets and financial records for the office; process purchase requisitions, budget transfers, contracts, invoices, reimbursements, and related documentation; prepare financial and statistical reports and ensure compliance with District, state, and federal requirements. “E”
• Operate a variety of office equipment and technologies and utilize word processing, spreadsheet, presentation, database, email, internet, intranet, and web-based platforms to prepare and maintain records, reports, presentations, lists, and other materials. “E”

Board Office Support

• Serve as back up support for the Board of Education and Board Office functions, under the direction of the Superintendent, or designee, for Board-related duties. “E”
• In coordination with the Board of Education Operations Senior Manager, maintain and manage the annual calendar and schedule of Board meetings, work sessions, public hearings, executive sessions, committee meetings, and related Board events; coordinate logistics including room setup, materials, meals, technical support, language access, security, and other meeting supports as needed. “E”
• Provide administrative support to Board members and governance-related bodies as assigned, including processing communications, maintaining calendars, coordinating travel, supporting Budget Committee or other advisory meetings, and preparing election or appointment materials. “E”
• Support Board policy administration by coordinating policy review, revision, approval tracking, posting, and records maintenance with the Superintendent’s Office, Board leadership, legal counsel, and relevant departments. “E”

Equity and Organizational Responsibilities

• Demonstrate a commitment to the Portland Public Schools equity commitments by developing a thorough knowledge and application of the District’s Racial Educational Equity Policy and related frameworks; participate in staff development, in-services, and trainings related to diversity, equity, and inclusion in the workplace and in K–12 education; model inclusive and culturally responsive behaviors and practices. “E”
• Contribute to positive, collaborative, and professional working relationships with District staff, Board members, families, community members, and the public. “E”
• Lead, attend, and participate in a variety of meetings, trainings, and professional development activities. “E”
• May receive, open, sort, screen, and distribute incoming mail and prepare bulk mailings. “E”
• Support other cabinet members as needed. “E”
• Perform other duties as assigned.

Note: See the Classification Specification which identifies essential duties required. This is strictly for use in compliance with the Americans with Disabilities Act.

The following knowledge and abilities are in addition to those outlined in the classification.

Knowledge of:

• Advanced executive and administrative support principles, practices, and procedures.
• Modern office methods, procedures, equipment, and recordkeeping systems.
• Business writing, grammar, spelling, punctuation, proofreading, and document formatting.
• Budget monitoring, purchasing, contract tracking, invoices, reimbursements, and financial record support.
• Technology and software used in executive office and Board operations, including word processing, spreadsheets, presentations, databases, calendaring systems, email, and web platforms.
• Meeting planning, agenda development, Board packet preparation, script preparation, minute-taking, document control, and records retention practices.
• Oregon public meetings requirements, public records requirements, records retention requirements, and Board governance procedures.
• Board policy development, revision, adoption, posting, and archival practices.
• Complaint tracking and response processes in a public education setting.
• School Board governance support functions, Board meeting processes, and the relationship among the Board Office, Superintendent’s Office, and executive leadership.
• District policies, administrative procedures, organizational structures, and communication protocols.
• Principles of customer service, public relations, and professional communication in a public education environment.

Ability to:

• Provide high-level executive support to the Superintendent while effectively coordinating Board Secretary responsibilities.
• Exercise exceptional discretion, diplomacy, professionalism, and confidentiality in handling sensitive, privileged, and politically sensitive matters.
• Organize, prioritize, and manage multiple competing deadlines, urgent requests, and complex assignments with minimal direction.
• Prepare, proofread, and finalize a wide variety of correspondence, reports, presentations, Board materials, scripts, notices, minutes, and public-facing documents with a high degree of accuracy.
• Coordinate Board meetings, work sessions, executive sessions, public hearings, and related logistics in a timely, organized, and legally compliant manner.
• Record, transcribe, edit, maintain, and preserve accurate official minutes and records.
• Establish and maintain working knowledge of Board policy, Oregon public meetings requirements, public records requirements, and related legal and procedural expectations.
• Interpret and apply laws, rules, policies, procedures, and regulations related to executive support, public meetings, records management, and governance support.
• Serve as a professional liaison with Board members, elected officials, Cabinet members, staff, families, community members, media, and the public.
• Research and compile information from Board policy, statutes, regulations, records, and District documents.
• Establish and maintain complex files, records, calendars, schedules, and document systems, including confidential and official records.
• Coordinate sensitive public-facing matters, including records requests, complaints, and governance communications, with tact, neutrality, professionalism, and sound judgment.
• Communicate clearly and effectively orally and in writing.
• Work independently, anticipate needs, solve problems, and follow through on assignments with strong judgment and reliability.
• Demonstrate flexibility and responsiveness in a fast-paced, high-visibility environment.
• Model inclusive, culturally responsive, and equity-centered practices in service to a racially and culturally diverse community.

EDUCATION AND EXPERIENCE

Education: High school diploma or GED required. An Associate's degree in business administration, public administration, communications, education, or related field from an accredited college or university is preferred.

Experience: Five (5) years of professional experience in an executive or administrative secretarial position in a complex organization supporting senior leaders, coordinating complex meetings and communications, preparing official documents and records, and handling highly confidential information with discretion is required. Experience working in a richly diverse public agency is preferred.

Any other combination of education and experience that would likely provide the required knowledge and abilities may be considered.

Special Requirements:

Position requires evening and weekend work hours, which can vary from a minimum of one weekly evening meeting per month to a weekly evening meeting and frequently weekend meetings/events.

WORKING CONDITIONS

The working conditions are outlined in the job classification for the position and are representative of those that must be met by an employee to successfully perform the essential functions of this job. Persons with certain disabilities may be capable of performing the essential duties of this class with or without reasonable accommodation, depending on the nature of the disability.

Bargaining Unit: Non-Represented

Work Days: 260

Salary Range: $80,334 - $95,922

Remote Work Eligibility: Ad hoc.