Executive Assistant Chief of Business Services

Days Per Year: 226

Min: $62828

Mid: $73911

JOB DESCRIPTION JOB TITLE: REPORTS TO:Chief of Business Services

WAGE/HOUR STATUS: Non Exempt

PAY GRADE:Para 11

PRIMARY PURPOSE:

The Executive Assistant to the Chief of Business Services provides high-level confidential administrative support in a fast-paced executive environment. This position serves as a critical partner in supporting the day-to-day operations of the Business Services division and advancing districtwide goals. The Executive Assistant ensures smooth coordination across departments manages key communications supports project implementation and acts as a liaison on behalf of the Chief of Business Services with internal and external stakeholders.

This role requires professionalism discretion sound judgment and the ability to anticipate needs and manage multiple priorities with accuracy and efficiency.

All employees are expected to act with integrity support organizational goals communicate clearly and respectfully champion the needs of students and employees and drive continuous improvement.

QUALIFICATIONS:

Required:

• High school diploma or GED from an accredited institution
• Minimum of five (5) years of progressively responsible executive administrative experience including at least two (2) years supporting senior or executive leadership in a public school district governmental agency or comparable organization

Preferred:

• Bachelors Degree from an accredited college or university

SPECIAL KNOWLEDGE/SKILLS:

• Strong understanding of financial and business services functions (budget purchasing accounting etc.)
• Excellent organizational and time management skills with the ability to manage multiple tasks and meet deadlines
• Exceptional written and verbal communication skills including proofreading and editing
• Advanced proficiency with office software scheduling systems and digital tools
• Ability to maintain confidentiality professionalism and sound judgment at all times
• Capacity to work independently anticipate needs and take initiative within defined parameters
• Ability to build collaborative relationships with staff leadership community members and external partners

MAJOR RESPONSIBILITIES AND DUTIES:

Executive and Administrative Support:

• Provide comprehensive administrative support to the Chief of Business Services including scheduling calendar management correspondence and meeting coordination
• Prepare and edit reports presentations agendas and other documents for internal and external audiences
• Screen and prioritize incoming communications and requests using discretion and independent judgment to determine appropriate response or referral
• Maintain a high level of professionalism and confidentiality in managing sensitive information and documents
• Prepare organize and submit all board meeting agenda documents on behalf of the Chief of Business Services and work directly with Board Services to ensure all documentation is properly submitted for presentation to the Board of Trustees

Communication and Coordination:

• Serve as a liaison between the Chief of Business Services and district departments school leaders board members vendors and community stakeholders
• Coordinate the flow of information across departments to support the implementation of business services initiatives
• Draft track and manage follow-up on key projects ensuring timely updates and task completion

Financial and Operational Support:

• Prepare requisitions track budget-related transactions and support purchasing and financial documentation for the Business Services division
• Assist with coordination of bond and capital improvement documentation vendor engagements and department logistics as needed
• Support internal audits compliance tracking and records management
• File property insurance claims on behalf of the District

• Review applications write checks and maintain the checking account for Spring Assistance for Educators (SAFE) lending program.

Special Projects and Departmental Support:

• Provide administrative support for district-level initiatives strategic planning sessions and departmental meetings
• Manage records maintain organized electronic and physical filing systems and ensure alignment with retention and compliance requirements
• Assist in coordination of district events public meetings and presentations involving the Business Services division
• Perform other duties as assigned

WORKING CONDITIONS:

Physical Demands:

Frequent sitting walking standing keyboarding and use of office equipment; some lifting and carrying of light items; repetitive hand motions; occasional prolonged and irregular hours.

Mental Demands:

Ability to work with frequent interruptions; maintain emotional control under stress; manage multiple priorities and meet critical deadlines; handle confidential matters with integrity.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of responsibilities and duties that may be required.

Required Experience:

Chief