Executive Assistant to the Superintendent
Executive Assistant to the Superintendent
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Job Description
Days Per Year: 226
Min: $62828
Mid: $73911
JOB TITLE: Executive Assistant to the Superintendent
REPORTS TO:Superintendent
WAGE/HOUR STATUS: Nonexempt
PAY GRADE:Para 11
PRIMARY PURPOSE:
The Executive Assistant to the Superintendent works with minimal supervision to ensure the efficient operation of the Superintendents office. This role provides high-level administrative and clerical support manages confidential information and maintains frequent communication with district employees external agencies and the public. The Executive Assistant is also responsible for supporting the daily operations of the District and assisting with the planning implementation and oversight of District programs. Duties include handling complex and sensitive matters analyzing requests and providing recommendations for action and communicating on behalf of the Superintendent with internal and external stakeholders.
All employees of SISD are expected to act with integrity support organizational goals communicate in a clear and respectful manner championing the needs of our students and drive continuous improvement.
Qualifications:
Required:
- High school diploma or GED
- Five years of progressively responsible executive administrative and secretarial work experience including at least two years providing support to senior and/or executive level public school administration
Preferred:
- Bachelors Degree from an accredited college/university
SPECIAL KNOWLEDGE/SKILLS:
- Knowledge of school district organization operations and administrative procedures
- Understanding of financial data analysis using statistical methods to support conclusions and recommendations
- Strong skills in reviewing information and preparing clear professional written responses to inquiries and complaints
- Proficient in Microsoft Office applications including Word Excel Access and PowerPoint
- Skilled in creating spreadsheets performing data analysis and developing written documentation
- Excellent organizational interpersonal communication and public relations skills
- Effective verbal and written communication demonstrating professionalism tact poise and diplomacy
- Ability to maintain objectivity when auditing campuses departments or programs
- Ability to maintain confidentiality of sensitive and privileged information
- Ability to manage multiple complex tasks and projects independently and meet tight deadlines
- Ability to comprehend and follow written instructions correspondence and memos
- Ability to make independent decisions regarding planning organizing and scheduling
- Ability to establish and maintain effective working relationships with District personnel external organizations elected officials and the public
- Ability to multi-task and handle numerous complex administrative responsibilities simultaneously
MAJOR RESPONSIBILITIES AND DUTIES:
Administrative and Executive Support
- Use initiative and independent judgment within established policies and procedural guidelines
- Prepare reports draft and finalize correspondence by collecting and analyzing information and distribute materials as directed by the Superintendent
- Prepare all correspondence memoranda and reports for the Superintendent
- Assign work to executive office clerical staff and oversee completion
- Provide proofreading and editing support for the Superintendent and Executive Team documents
- Perform all other duties as assigned
Calendar Meetings and Travel Coordination
- Manage the Superintendents professional calendar including scheduling meetings conferences teleconferences and travel arrangements; provide timely reminders as needed
- Coordinate and prepare materials for Executive Leadership Team meetings including electronic agendas and meeting logistics
- Coordinate and support Superintendents Advisory Committees by preparing agendas and managing meeting logistics
- Prepare logistics materials and presentations for the Superintendents speaking engagements and public appearances
- Organize and coordinate meetings including notifying attendees preparing materials documenting outcomes and following up on action items
- Register the Superintendent for conferences and seminars arrange travel and maintain expense records
- Travel with and on behalf of the Superintendent when needed
Communication and Public Relations
- Receive and screen incoming communications to the Superintendent including phone calls mail and emails; exercise judgment to prioritize and respond to or route communications appropriately
- Serve as liaison between the Superintendent departments staff and the public; communicate directives and represent the Superintendents office professionally
- Greet visitors and respond to inquiries from the public staff board members and external agencies in a professional and courteous manner
- Respond to routine inquiries and refer more complex issues to the Superintendent or appropriate administrators
Budget Purchasing and Financial Oversight
- Manage and monitor the Superintendents Office budget
- Maintain the Superintendents petty cash account including submitting reports
- Prepare purchase requisitions work orders and fixed asset reports for the Superintendents Office
- Prepare payroll transmittals (Daily Absence Reports) for the Superintendents Office and direct reports
Records and Data Management
- Develop and maintain organized electronic and paper filing systems in compliance with state record-keeping requirements
- Maintain data security by performing regular database backups
- Compile maintain and file all reports records and documentation as required
- Maintain strict confidentiality of all sensitive and privileged information
Professional Development and Compliance
- Maintain professional and technical knowledge by attending educational workshops reviewing publications networking and participating in professional organizations
- Follow all district safety protocols and emergency procedures
WORKING CONDITIONS:
Physical Demands:
- Physical mobility including standing walking and prolonged sitting
- Occasional bending stooping pushing pulling and twisting
- Repetitive hand motions including frequent keyboarding and use of a computer mouse
- Occasional reaching
- Occasional light lifting and carrying (less than 15 pounds)
Posture and Motion:
- Prolonged periods of sitting
- Occasional physical activity requiring bending twisting and pulling
Tools/Equipment Used:
- Standard office equipment including a personal computer and peripherals
Work Environment:
- Office setting
- May work prolonged or irregular hours
- Occasional districtwide travel
- Frequent interruptions
Mental Demands:
- Ability to solve problems and manage multiple priorities in a fast-paced environment
- Ability to interpret and analyze data and policies
- Ability to apply knowledge of current research and best practices
- Strong oral and written communication skills
- Ability to maintain emotional control under stress
- Ability to work independently and handle confidential information with discretion
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
Employment Type
Full-Time
