Executive Assistant to the Superintendent and Assistant Superintendents, Job 26-0532 DO

NEW APPLICATION REQUIREMENT: Mukilteo School District Equity Commitment

The Mukilteo School District is committed to eliminating racism, inequities for students, and institutional bias in order to ensure all of our students reach their full potential. Prospective employees of the District will be expected to share in this focus and commitment, and therefore are required to respond to the following:

Write a one-page summary of your work and life experiences that position you to be successful in this District commitment and be prepared to upload your summary when you apply.

This is an 8-hour per day, 260-day per year, Executive Assistant to the Superintendent and Assistant Superintendents position with benefits at the Mukilteo School District Office. Anticipated start date is August 3, 2026.

Hours for this position are 8:00 a.m. - 4:30 p.m.

Salary rates are for the 2025-2026 school year.

JOB TITLE: Executive Assistant to the Superintendent and Assistant Superintendents

DEPARTMENT: Superintendent’s Office

REPORTS TO: Superintendent/Assistant Superintendents

JOB SUMMARY: Serves as the confidential assistant to the Superintendent and Assistant Superintendent, and school board. Handles internal and external written, electronic and oral communications via phone, email, social media, web, publications, etc.; welcomes visitors; coordinates events; maintains superintendent and board calendars and communications; completes clerical and administrative tasks; takes notes and performs a variety of other assistant duties. Responsibilities include drafting and editing confidential correspondence, district communications, board meeting agendas, board policies and procedures, forms, etc. for a variety of audiences and purposes. Carries out projects outlined by supervisors, prepares administrative and legal documents, conducts research, and outlines presentations.

TYPICAL RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

• Consistently champions and represents the district in a positive light to internal and external audiences.
• All executive assistant responsibilities and delegated administrative duties for the superintendent and school board, including but not limited to maintaining and coordinating calendars, schedules, regular communications, and travel arrangements.
• Be responsive to the needs and requests of the school board.
• Compose routine correspondence, type and edit handwritten drafts, ensure strict confidentiality of materials at all times.
• Prepare meeting agendas and board documents in preparation for board meetings (and other meetings as needed); distribute electronically through Diligent platform; Take, compose, and maintain minutes of all school board meetings.
• Exhibit expert understanding of the Open Public Meetings Act and uphold all statutory obligations with precision and consistency as well as communication with the broader community.
• Electronically maintain board policies and procedures; prepare updates for board review and final copies for posting; maintain all records of revisions as required.
• Plan and coordinate special meetings and community events, including managing event schedules, communication, advertising, logistics, refreshments, etc.
• Answer questions from parents, staff, and outside agencies. Maintain up-to-date knowledge of district policies, rules and regulations, programs, schools, services, and departments.
• Deliver, answer, and return phone calls, emails, and messages in a timely and customer-service-oriented manner.
• Screen incoming correspondence, messages, reports, instructions, etc.; draft replies to general inquiries not requiring technical knowledge of the program or programs in question.
• Conduct research on various topics as necessary to provide information to the superintendent, board, or communications officer. Ensure confidentiality of materials as required.
• Apprise the superintendent of any reports or information of which the executive assistant is aware related to concerns, recognitions, or other issues affecting the district or the role of superintendent.
• Keep work-related skills and knowledge current by attending training and workshops, watching webinars, reading manuals and guides, etc.
• Attends board meetings.
• Manage fiscal activities and records including creating and tracking purchase orders, claims for expenses, credit card expenditures, timesheets, and travel arrangements; balance budgets on a monthly basis; order supplies for multiple departments/schools.
• Assist in the planning, set-up and ordering of food, etc. for meetings/events.
• Receive and effectively process telephone and email communication, manage parent and patron concerns and inquiries.
• Develop and maintain an organized office including record management, an effective filing system, maintain accessibility of information, prioritize tasks and complete tasks in a timely manner, and provide for record maintenance and retention management in compliance with district policy and state guidelines.
• Gather and organize pertinent data and information and submit for consideration by the Superintendent and Assistant Superintendents.
• Research and prepare information relative to collective bargaining; participate in the district’s negotiations process.
• Schedule district facilities for district events using ML Schedules software.
• Schedule and track required employee training in CPR. Perform other duties as required or assigned by supervisor for the purpose of maintaining organized and efficient systems.
• Perform related duties as assigned.

JOB REQUIREMENTS; MINIMUM QUALIFICATIONS:

Skills, Knowledge and Abilities required to satisfactorily perform the functions of the job include:

• Strong interpersonal skills and exceptional customer-service orientation.
• Responds professionally when entrusted with confidential concerns or complaints.
• Maintains neutrality and discretion during investigations, conflict situations, and decision-making processes.
• Establish and maintain positive and collaborative working relationships with the superintendent, school board, communications officer, staff, parents, students, and community partners.
• Strong written and oral communication skills including the ability to compose effective correspondence and take accurate notes; excellent proofreading/editing ability.
• Maintains calendars and schedules meetings with accuracy and discretion.
• Exceptional customer service and interpersonal skills, including the ability to work effectively with frustrated, upset and/or difficult individuals.
• Possess or develop a clear understanding of the district's Strategic Plan, programs, goals, policies, schools, departments, and operations.
• Ability to oversee, update, and ensure accuracy of board policies in compliance with state law and district governance standards.
• Excellent skills in executive assistant practices and procedures.
• Strong technology skills with an interest and ability to learn new skills independently.
• Ability to effectively set up and maintain accurate filing systems, including following required State of Washington document retention requirements.
• Ability to plan, organize, and implement successful community events and special meetings.
• Combines meticulous attention to detail with disciplined follow-through and insightful, creative problem solving to deliver high-quality outcomes.
• Organization skills, ability to set priorities and manage multiple tasks and projects simultaneously.
• Self-starter, able to work independently with minimal supervision.
• Exercises impeccable confidentiality and sound judgment, demonstrating unwavering discretion and professionalism in all situations, including those that are highly sensitive, pressured, or adversarial.
• Willingness and ability to flex work hours as needed.
• Ability to work independently and collaboratively under pressure and to meet timelines.
• Ability to identify and address personal, cultural, and institutional bias.
• Ability to be flexible to meet the demands of the position.
• Ability to work collaboratively with other professionals in a team setting.
• Ability to maintain confidentiality.

EDUCATION AND EXPERIENCE:

• Associate degree or higher.
• Five (5) or more years of successful experience as an executive assistant or equivalent in a similar position. Vocational or technical clerical training may substitute for work experience.
• Experience in a similar-sized organization preferred.
• Open Government Training on open public meetings laws in addition to records and retention laws, or willingness to obtain.
• Training in executive assistant related practices, communications and productivity tools (advanced technical training in these areas may substitute for up to one year of required experience.
• Experience using the Washington School Information Processing Cooperative (WSIPC) system; ability to use data/word processing programs and equipment.
• Proficiency in business English: composition, grammar, punctuation, spelling and proofreading required.
• Notary Public or willingness to obtain.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree or higher.
• Five (5) or more years’ experience in progressively challenging positions within a school district.

PHYSICAL REQUIREMENTS: Executive Assistant

Mukilteo School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator and Title IX Coordinator Robert Gallagher (425-356-1325), GallagherRM@mukilteo.wednet.edu, Section 504 Coordinator Becca Anderson (425-356-1277), AndersonRA@mukilteo.wednet.edu, and the ADA/Access Coordinator Karen Mooseker (425-356-1330), moosekerkw@mukilteo.wednet.edu. Address: 9401 Sharon Drive in Everett, WA. Inquiries regarding ADA/Access issues at Sno-Isle TECH Skills Center should be directed to Wes Allen, Director (425-348-2220) allenwr@mukilteo.wednet.edu. Address: 9001 Airport Road in Everett, WA 98204.