Position OverviewThe Administrative Assistant to the Superintendent-Director provides comprehensive executive support ensuring efficient operation of the executive office. This position requires exceptional organizational skills the highest level of discretion and the ability to manage multiple priorities while maintaining strict confidentiality and professionalism in a dynamic educational Duties and ResponsibilitiesExecutive Support & CoordinationManage the Superintendent-Directors complex calendar with complete confidentialityPlan and coordinate meetings conferences and special events including facilities and programsOrganize travel arrangements and conference registrations with detailed itinerariesServe as primary liaison between the Superintendent-Director and stakeholdersCoordinate activities between departments while protecting sensitive informationCommunication & Administrative OperationsAnswer screen and direct phone calls while protecting confidential communicationsScreen visitors and coordinate with security ensuring appropriate access controlsDraft edit and format professional communications while maintaining confidentialityPrepare and process documents forms and reports with appropriate discretionOrganize and maintain accurate filing systems (physical and electronic)Oversee hiring processes including job postings application tracking and interview coordinationTechnology & Digital ManagementUtilize Student Information Systems (PowerSchool) for administrative reportingMaintain and update district website content with IT department assistanceMaster Google Workspace suite for document creation data tracking and collaborationEmploy AI tools to improve efficiency in document preparation and communicationsSupport virtual and hybrid meetings through Google Meet Zoom and Microsoft TeamsCompliance & Financial AdministrationProcess and maintain CORI checks Ethics Reports and SAFIS fingerprinting documentationEnsure staff compliance with Ethics Law requirements and state/local regulationsPrepare purchase requisitions in Tyler Technologies systemMonitor Superintendent-Director budget accounts and provide periodic updatesHuman Resources SupportEnsure complete application packages while maintaining candidate confidentialityCoordinate and schedule hiring interviews with appropriate confidentiality protocolsConduct initial interviews for clerical positions with discretionMaintain strictly confidential personnel files and support onboarding processesSpecialized ServicesMeeting Documentation: Take detailed meeting notes and create comprehensive minutes using digital recording equipment and AI-powered transcription toolsEditorial & Proofreading: Review and proofread all correspondence reports and official documents for accuracy and formatting consistencyNotarial Services: Perform notarial acts including acknowledgments and oath administration in accordance with Massachusetts lawTherapy Dog Support: Assist with care and coordination of the Superintendent-Directors therapy dog as needed
Required Experience:
Director
Administrative Assistant to the Superintendent-Director
