Executive Assistant to the Superintendent

POSITION OVERVIEW:

The Executive Assistant to the Superintendent is a confidential, non-bargaining unit position and serves as a critical member of the Superintendent's Office. The position is responsible for organizing, coordinating, and managing the day-to-day operations of a fast-paced executive office and providing high-level administrative, clerical, accounting, and operational support of a complex and sensitive nature. The role provides guidance and offers feedback to the administrative assistants throughout the district and serves as the lead for Central Office.

The Executive Assistant serves as a primary point of contact and liaison between the Superintendent, the Board of Education, district leadership, staff, families, elected officials, and the community. The position requires sound judgment, discretion, and the ability to manage competing priorities while ensuring accuracy, timeliness, and professionalism. The role supports the Board of Education with operations, executive communications, compliance reporting, event coordination, fiscal oversight for the Superintendent's Office, and the Board clerk when needed. Oversight of the District expulsion program is coordinated by the Executive Assistant to the Superintendent. Some evening commitments are required with this position.

EXAMPLES OF PERFORMANCE DUTIES AND RESPONSIBILITIES:

Executive Office Operations

• Serves as the initial point of contact for the Superintendent's Office, screening calls, emails, and visitors
• Manages the Superintendent's calendar, schedules meetings, and coordinates logistics with internal and external stakeholders
• Supports the distribution of policies and regulations, as needed, and maintains online files.
• Relieves the Superintendent of routine administrative matters and ensures follow-through on directives
• Transmits Superintendent's instructions and monitors compliance with timelines and expectations
• Serves to manage the central office administrative functions including oversight of administrative assistants and secretaries in addition to their direct supervisor.
• Maintains a master tracking system for Superintendent priorities, commitments, and deadlines
• Prepares weekly executive briefings highlighting upcoming priorities, follow-ups, and risks
• Flags missed deadlines, misalignment, or items requiring Superintendent attention
• Organizes Superintendent travel arrangements
• Serve as the central coordinator for all student expulsion proceedings, managing the process from the initial referral through the final determination on behalf of the Superintendent.
• Ensure strict adherence to all applicable laws, regulations, district policies, and due process requirements, safeguarding the district’s legal compliance throughout the expulsion process.
• Prepare, organize, and maintain all legally required documentation notices, hearing materials, and official records related to expulsion proceedings.
• Maintain accurate logs, case records, and detailed timelines for all expulsion matters to ensure compliance with statutory deadlines and procedural requirements.
• Coordinate scheduling, preparation and logistics of expulsion hearings. Working with the Superintendent district administrators, legal counsel, and families as appropriate.
• Serve as the primary custodian of confidential expulsion records, ensuring that documentation is properly maintained, stored, and readily available for legal review or compliance purposes.
• Monitor and track all expulsion cases to ensure timely communication, procedural integrity, and full compliance with district policy and state regulations.

Meeting and Workflow Coordination

• Schedules meetings and coordinates participants
• Prepares agendas and supporting materials as requested
• Designs meeting structures, agendas, and briefing packets for Cabinet, Executive Team, and Board-related meetings
• Tracks decisions, action items, owners, and timelines from executive meetings
• Maintains a decision and action log to support accountability and continuity

Board of Education Support

• Assists with Board recognition programs, awards, appreciation events, and related documentation
• Prepares and distributes Board agendas, packets, minutes, and historical records
• Serves as liaison between the Superintendent and Board
• Coordinates with the Board Clerk
• Tracks Board questions, requests, and follow-up items and coordinates responses across departments
• Prepares briefing notes for the Superintendent in advance of Board and committee meetings

Communication and Correspondence

• Drafts, edits, proofs, and formats correspondence and official documents
• Maintains confidentiality in all written and verbal communications
• Coordinates districtwide communications through various platforms (i.e., ParentSquare, Facebook, email, etc.) Maintains the district Facebook page.
• Serves as a gatekeeper for Superintendent communications, triaging requests and drafting routine responses for review
• Ensures consistency, tone, and alignment in communications originating from the Superintendent's Office

Administrative, Fiscal, and Records Management

• Maintains all confidential files, records, and digital archives
• Processes incoming and outgoing mail
• Manages petty cash disbursement and reconciliation
• Processes requisitions and purchase orders for the Superintendent's Office and monitors budget expenditures

Compliance, Reporting, and External Coordination

• Coordinates residency and out-of-district attendance requests, including correspondence and end-of-year protocols
• Investigates, processes, and routes complaints received by phone, email, mail, or in person
• Compiles and organizes data, reports, and documentation for Superintendent review and external reporting
• Tracks external commitments made to state agencies, municipal leaders, and community partners to ensure follow-through
• Investigates and routes complaints

Other Duties

• Performs other duties as assigned by the Superintendent of Schools or designee.

KNOWLEDGE, SKILLS AND ABILITIES

• High level of discretion and ability to maintain confidentiality
• Demonstrated ability to organize and manage the workflow of a senior executive office
• Strong written, verbal, and interpersonal communication skills, including conflict resolution
• Ability to work effectively with a broad spectrum of stakeholders, including staff, parents, students, Board members, elected officials, and community partners
• Strong organizational, problem-solving, and time-management skills
• Ability to handle high volumes of work accurately and efficiently while meeting deadlines
• Ability to work independently and collaboratively in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace
• Working knowledge of district systems including New World, PowerSchool, ParentSquare, and Zoom Workplace.
• Bilingual (Spanish/English) preferred but not required

REQUIRED QUALIFICATIONS & CERTIFICATIONS

• Bachelor's Degree preferred; Associates Degree required
• Minimum of three (3) years of progressively responsible administrative or executive assistant experience required
• Experience in a school district, public agency, or similarly complex organization preferred

PHYSICAL DEMANDS: Ability to perform duties consistent with office-based administrative work, including sitting, standing, lifting files/materials, and operating standard office equipment

SPECIAL REQUIREMENTS: Ability to work flexible hours, including occasional evening and weekend meetings. Position requires year-round availability (12 months)

Job Type: Full-time

Pay: $75,000.00 - $83,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person