Executive Assistant to the Superintendent and District Administration

Position Title: Executive Assistant to the Superintendent and District Administration

Reports To: Superintendent

Employment Status: Full-time Exempt

Position Summary

The Executive Assistant provides essential high-level support to ensure the efficient operation of the Superintendents office and district administration. The Executive Assistant plays a critical role in supporting the Superintendent and district leadership facilitating Board of Education operations and promoting clear consistent communication with staff students families and the community.

This position requires the ability to manage sensitive and confidential information exercise independent judgment and maintain a strong customer service focus. As the face of the district this role sets the tone for professionalism responsiveness and service.

Qualifications

• Associates degree or higher preferred (business administration or related field)
• Five years of recent administrative assistant or secretarial experience preferably within a K-12 public education system
• Exceptional knowledge of Google Workspace social media websites and specialized district software
• Strong written and verbal communication skills
• Excellent organizational multitasking adaptability and problem-solving abilities
• Demonstrated ability to handle confidential information with discretion
• Strong customer service orientation and interpersonal skills
• Ability to work independently and collaboratively in a fast-paced environment
• Successful completion of required BCI and FBI background checks

Preferred:

• Ohio Notary Public
• Experience in a K12 public school district

Essential Skills & Working Conditions

• Exceptional communication and relationship-building skills
• Ability to complete several tasks at once without compromising quality and work with minimal supervision
• Must maintain the utmost professionalism confidentiality discretion and sound judgment
• Occasional evening or extended hours for Board meetings and district events

Job Duties & Responsibilities

Communications & Customer Service

• Serve as the first point of contact for the Superintendents office providing timely courteous and professional responses to all inquiries
• Represent the district in a positive and professional manner in all interactions with staff students families community members and external partners
• Draft edit and distribute correspondence reports and communications on behalf of the Superintendent and Board of Education
• Coordinate communication efforts with district leadership to ensure consistent accurate and timely messaging of district newsletters website updates and emails
• Create update and manage website and digital content to support timely and accurate district communication

Board of Education & Governance Support

• Prepare compile upload and manage all Board of Education materials including agendas reports policies presentations dates meeting materials and supporting documentation
• Coordinate all aspects of Board meetings including scheduling notices logistics and follow-up documentation
• Ensure compliance with public records requirements by serving as the designee of the Districts Public Records Officer
• Ensure all meetings and events are well-organized efficient and aligned with district goals

Executive & Administrative Support

• Provide high-level administrative support to the Superintendent and Executive Leadership Team
• Manage complex calendars prioritize scheduling needs and coordinate meetings with internal and external stakeholders for the Superintendent and Board members
• Arrange travel conference registration and logistics for the Superintendent and Board members
• Exercise independent judgment in organizing prioritizing and distributing information on behalf of the Superintendent

Purchase Orders & Financial Management

• Process track and maintain purchase orders invoices and related financial documentation
• Ensure compliance with district financial procedures and guidelines
• Assist in monitoring and managing the Superintendents budget including tracking expenditures and preparing reports
• Support fiscal responsibility through accurate recordkeeping and attention to detail
• Follows guidelines and procedures as set forth by the Treasurer

Office Operations & Organizational Leadership

• Oversee the daily operations of the Superintendents office to ensure efficiency organization and responsiveness
• Anticipate needs identify challenges and proactively develop solutions to improve office and district operations
• Serve as a central coordination point for information flow between the Superintendent Board and stakeholders

Personnel & Records Management

• Assists with coordinating and administering BCI and FBI background checks
• Organize the memorialization of resignations retirements and fee waivers

Compliance & Reporting

• Ensure compliance with FERPA public records law and other applicable regulations
• Maintain up-to-date knowledge of policies procedures and legal requirements affecting the role
• Coordinates and maintains requests for home instruction requests

Required Experience:

IC