Executive Assistant - Executive Directors 2026-2027

• Forbes named Mesa Public Schools in their list of 2024 Best Employers in Arizona.
• East Valley Tribune names Mesa Public Schools as Best Place to Work in East Valley for multiple years.
  

Job Summary:

Provides complex, confidential, and executive-level administrative support to district leadership, including oversight of the Teaching & Learning divisions and School Regions. This position serves as a trusted administrative partner to executive leaders and requires an understanding of PreK–12 academic systems, school operations, and districtwide initiatives. The role exercises a high degree of discretion, independent judgment, and anticipatory support to ensure efficient executive operations, effective communication, and alignment with district priorities.

Key Responsibilities:

Instructional & Academic Support

• Support the coordination of districtwide instructional initiatives and school improvement efforts
• Assist with the preparation, organization, and coordination of materials and reports in support of district academic programs, operational functions, and special initiatives
• Maintain calendars and timelines related to district academic programs, operational priorities, and special initiatives

Executive & Strategic Support

• Provide advanced and confidential administrative support to assigned executive district leadership
• Anticipate administrative, communication, and logistical needs related to Governing Board meetings, cabinet work, executive leadership sessions, and district initiatives
• Independently prepare, compose, and format executive-level correspondence, reports, agendas, presentations, and meeting minutes
• Track executive action items, cross-departmental deliverables, and leadership commitments; proactively follow-up to ensure completion and alignment with executive direction

District, School & Stakeholder Coordination and Support

• Serve as a primary liaison between executive leadership, principals, district departments, and external partners and families
• Coordinate communication, logistics, and materials for leadership meetings, committees, and cross-functional teams
• Support onboarding, communication, and information flow for new administrators and district leaders and between schools, departments, and external stakeholders
• Receive, document, and synthesize parent, community, and stakeholder concerns for executive review
• Gather relevant information, data, and documentation to support executive leaders in responding to complex or sensitive issues
• Support executive leadership in de-escalating concerns through clear, timely, and professional communication
• Coordinate follow-up communication and track resolution steps in alignment with executive direction

Data, Systems, & Documentation

• Assist with the organization, tracking, and submission of academic data, reports, and compliance documentation
• Maintain confidential digital and physical records related to instructional programs, school performance, personnel, payroll, attendance, and leadership initiatives
• Use district systems to track budgets, grants, instructional resources, and program expenditures
• Process documentation such as personnel actions, purchasing requests, travel requests, and related records
• Support procurement and budget management activities by monitoring and tracking expenditures, processing purchasing documentation, and maintaining accurate financial records using district systems

Professional Discretion & Judgment

• Exercise a high degree of discretion when handling sensitive academic, personnel, and district and school-related matters
• Independently prioritize work in alignment with district goals and leadership expectations
• Synthesize information, data, and stakeholder concerns to support executive decision-making and issue resolution

General Administrative Support

• Coordinate schedules, meetings, travel arrangements, agendas, and logistical support
• Respond to inquiries from staff, families, and the public by providing accurate information or appropriate direction
• Attend meetings as assigned to gather and disseminate information
• Assist with special projects and other related duties to support the efficient operation of the work unit
• May require flexible scheduling to support executive meetings or district events, including occasional evenings or weekends
• Maintain regular and on-time attendance

Required Qualifications:

• High School education required
• Three years of progressively responsible secretarial work

Skills & Competencies:

• Models the attributes and skills of the MPS Portrait of a Graduate
• Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and community
• Familiarity with district academic and school improvement processes
• Experience supporting cabinet-level or executive academic leadership
• Experience preparing materials for Governing Board or executive leadership meetings
• Demonstrated experience providing advanced, confidential administrative or executive-level support
• Knowledge of PreK–12 instructional systems, school operations, or district academic structures
• Experience supporting senior leaders responsible for curriculum, instruction, assessment, school leadership, or district operations
• Ability to manage competing priorities
• Experience working with confidential student, staff, or school and district performance information
• Strong attention to detail when handling instructional documents, Governing Board materials, and compliance-related reporting
• Strong organizational, analytical, and communication skills with the ability to prioritize, manage multiple tasks, and meet deadlines in a fast-paced environment
• Knowledge of district procurement processes, purchasing procedures, and budget management systems
• Demonstrated proficiency with modern office productivity tools, including Google Suite, word processing, spreadsheets, email, and presentation software.
• Proven ability to quickly learn and effectively utilize district-supported enterprise systems, cloud-based platforms, and emerging AI technologies
• Excellent written and verbal communication skills
• Demonstrated ability to maintain strict confidentiality and professional discretion

Work Environment & Physical Requirements:

• Primarily works in an administrative office within the school district's central office or occasionally within a school building.
• Interacts with superintendents, school board members, principals, teachers, and sometimes the public or parents.
• Must handle multiple tasks at once, such as managing calendars, preparing reports, scheduling meetings, and taking minutes during board meetings
• Works with sensitive information related to students, staff, and district operations
• Heavy use of computers, phones, printers, and other office Proficient with software like Microsoft Office, Google Workspace, and sometimes specialized school administration software (e.g., PowerSchool, Skyward).
• May need to lift or move items such as office supplies, file boxes, or presentation materials (generally less than 25 lbs.)

Equal Opportunity Employer Statement:

Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.

Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.