Executive Administrative Assistant, Superintendent (9725)

BASIC FUNCTION & RESPONSIBILITY: Provide high-level, confidential administrative support to the Superintendent, act as the primary office contact for district leadership and the Board of Trustees, and ensure the efficient operation of the Superintendent’s Office. Serve as administrative support for official board business, including agenda preparation, minute recording, and official records maintenance.

QUALIFICATIONS:

Education/Certification:

• High School Diploma or GED required; Associate’s degree or higher preferred.
• Minimum of five (5) years of increasingly responsible administrative/secretarial experience, preferably in a public education setting.

Special Knowledge/Skills/Abilities:

• Knowledge of school district office operations, board governance, and administrative policies and procedures.
• Excellent organizational, communication (written and verbal), and interpersonal skills.
• Experience interacting with parents, community members, or the public in a high-visibility role.
• Handle sensitive, confidential, and controversial matters with the utmost discretion and judgment.
• Proficiency in Google Workspace, Microsoft Office Suite, other professional software, and standard office equipment.

Experience:

• Three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Administrative Support:

• Provide executive level administrative support to the Superintendent.
• Manage the Superintendent’s calendar, schedule appointments, and coordinate meetings.
• Prioritize and respond to communications, phone calls, and inquiries on behalf of the Superintendent and Board of Trustees.
• Prepare, draft, edit, and finalize correspondence, memoranda, reports, and other documents.
• Greet visitors, screen phone calls, and respond to inquiries from staff, students, parents, and the community.
• Assist with travel arrangements, conference registrations, and expense documentation for the Superintendent and Board members.

Board of Trustees Support:

• Prepare and post official Board of Trustees agendas, backup materials, and supporting documentation in compliance with state law (Open Meetings Act).
• Ensure proper notice of meetings, distribute agendas to Board members, administrators, and the public as required.
• Record and prepare official minutes of Board meetings (regular, special, and workshops).
• Maintain Board resolution records, official board documentation, and historical files.
• Serve as liaison between the Superintendent’s Office and Board members to disseminate information.

Professional Judgment, Customer Service & Conflict De-escalation:

• Serve as the first point of contact for parents, community members, and stakeholders.
• Maintain a calm, respectful, and professional demeanor in high-stress or emotionally charged situations.
• Listen actively and empathetically to concerns while maintaining appropriate boundaries and confidentiality.
• De-escalate tense situations by using effective communication, problem-solving skills, and sound judgment.
• Determine when issues can be resolved at the administrative assistant level and when concerns should be appropriately referred to the Superintendent or other district administrators.
• Protect the integrity of the Superintendent’s Office by ensuring interactions reflect district values, professionalism, and respect for all individuals.
• Assist in creating a welcoming and safe office environment for staff, parents, students, and visitors.

Records, Reports & Correspondence:

• Organize, maintain, and file official district records, reports, and confidential files.
• Assist with the interpretation and dissemination of district policies and regulations, ensuring compliance with legal requirements for public meetings and records.
• Ensure compliance with district policies, federal/state regulations, and confidentiality standards.
• Compile and prepare data for state/local reports as needed.

Other Duties:

• Maintain office supplies and support daily office operations.
• Participate in special projects and district-wide initiatives as assigned.
• Perform other duties as assigned by the Superintendent.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional district wide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress