Executive Assistant to the Superintendent and Secretary to the Board

Executive Assistant to the Superintendent and

Secretary to the Board

Revised: April 2026

D97 Ideal Team Member Profile

The ideal team member in District 97 is a visionary and equity-centered individual who inspires excellence and fosters collective responsibility for student success. This individual:

• Supports the districts vision and drives forward-thinking innovative practices that anticipate future educational needs.
• Stewards public trust and resources with fiscal responsibility and ethical transparency.
• Demonstrates relentless commitment to student success ensuring that every decision supports equitable opportunities and outcomes for all learners.
• Works collaboratively toward shared goals recognizing the interdependence of roles across departments and schools.
• Fosters a culture of care learning and service grounded in authentic engagement with students families staff and community members.
• Models integrity professionalism and confidentiality serving as a role model for ethical and respectful conduct at all levels.
• Thrives in a culturally racially and linguistically diverse environment showing a deep passion for inclusive practices and building belonging for all team members.
• Seeks and embraces feedback especially when it challenges them to grow and improve in service of students and colleagues.
• Understands the powerful intersection of leadership learning and equity and aligns their work to dismantle systemic barriers.
• Courageously addresses unprofessional behavior holding self and others accountable to high standards in service to the community and students.

About the Role:

The Executive Assistant to the Superintendent and Board Secretary provides administrative support for the Superintendents Office and Board of Education. The Executive Assistant and Board Secretary organizes and performs administrative work at a high level with minimal supervision. This position requires knowledge of District procedures and policies the ability to assume responsibility work effectively and independently under pressure and maintain confidentiality.

The Executive Assistant position will ensure that equity is at the center of the districts services positively impact student learning and employee and staff experiencesas expressed inBoard Policy 7:12: Ensuring Racial and Educational Equity.

Essential Duties and Responsibilities:

Executive Assistant to the Superintendent

• Supports the Superintendent in scheduling including helping to coordinate meetings appointments and travel arrangements.
• Acts as a key liaison serving as a point of contact for internal and external inquiries as needed directing communication to the appropriate parties with discretion.
• Applies project management principles to manage workflows and maintain all official files and records for the Superintendents office.
• Handles departmental budget tasks including processing requisitions reconciling credit card statements and resolving vendor invoice issues.
• Coordinates district records and acts as the districts records custodian.
• Coordinates logistics for various meetings and events ensuring all necessary arrangements are in place.
• Builds trust and ongoing positive relationships with constituents.
• Supports the Superintendent and/or designee in administrative efforts keeping leadership informed of key issues and seeking guidance when needed.

Board Secretary

• Serves in the role of Oak Park Elementary School District 97 Board Secretary.
• Assists the Superintendent as directed with critical communications with the Board.
• Attends and supports the facilitation of School Board meetings.
• Assists in responding to requests from the Board of Education.
• Provides administrative support for all Board meetings open and closed sessions learning sessions hearings and others as assigned.
• Prepares and organizes all meeting materials and supporting documents for the Board of Education.
• Drafts publishes and maintains official meeting minutes and the annual meeting calendar related to the Board of Education.
• Manage all official Board files and databases including those for new member elections and training records.
• Coordinate meetings travel and special community events for the Board of Education.

General Administrative Support & Communication

• Drafts prepares and distributes a wide range of official documents such as letters memos and reports.
• Assists in planning recognition events and/or others as assigned.
• Maintains regular attendance; adhering to district expectations regarding attendance and leaves of absence.
• Attends professional development opportunities aligned with responsibilities.
• Notarizes documents as needed.
• Maintains strict confidentiality and adheres to all legal and policy requirements.

Content Knowledge Skills and Abilities:

Knowledge of:

• Procedural requirements including Roberts Rules of Order the Open Meetings Act (OMA) and the process for seating new Board members as well as training requirements.
• Records management including file maintenance Illinois Records Retention guidelines and confidentiality standards.
• State and federal employment laws and district policies to ensure compliance.
• Systems and software including Google Workspace and Microsoft Office Suite.
• Formatting editing and distributing internal communications agendas reports and correspondence.
• Principles of project management and administrative office procedures.
• School district operations policies and the roles of the Superintendent and Board of Education.
• Budget management requisition processes and expense reconciliation.
• State and local regulations pertaining to public meeting minutes records management and confidentiality.

Skilled in:

• Serving as a professional liaison managing communications with discretion and building positive relationships with a wide range of stakeholders.
• Drafting proofreading and preparing official documents reports and correspondence with a high level of accuracy and attention to detail.
• Prioritizing tasks managing multiple responsibilities and meeting deadlines in a fast-paced environment.
• Maintaining accurate records managing digital and physical filing systems and utilizing databases and office software.
• Preparing for and supporting the facilitation of public meetings.
• Managing complex calendars and coordinating travel and meeting logistics.
• Managing sensitive employee and district information with professionalism discretion and confidentiality.

Ability to:

• Apply discretion and independent judgment to effectively support a superintendent and Board of Education.
• Maintain strict confidentiality with sensitive information.
• Build and maintain positive professional relationships with diverse constituents.
• Work extended hours including attending evening and/or weekend meetings as well as Board district and community events.
• Obtain and maintain a Notary Public license.
• Effectively collaborate with Assistant Superintendents Cabinet school sites and other groups to help ensure smooth operations.
• Deliver timely and helpful assistance to employees and prospective employees modeling courtesy and professionalism.
• Manage and maintain accurate records (files documents reports ect.) in compliance with legal and policy requirements.
• Successfully organize meetings events trainings etc. for the Superintendent and School Board including all logistics scheduling materials and communication.
• Adapt to change and maintain a continuous improvement mindset adjusting workflows and practices to support evolving systems and district initiatives.

Candidate Qualifications:

Education and Experience:

• High school diploma or equivalent required
• Associates or bachelors degree (in a relevant field preferred such as business administration or public relations) preferred
• Minimum of 5-7 years of progressively responsible senior administrative support role preferably in a school district or public sector environment preferred
• Experience with Open Meetings Act (OMA) Roberts Rules of Order preferred
• Prior certification as a Notary preferred

Physical Requirements:

This position requires the performance of light workï½which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently to move objects. The position includes close visual acuity frequent talking hearing walking climbing stairs and standing occasional lifting carrying pushing and/or pulling some stooping kneeling crouching and/or crawling and significant fine finger dexterity. The job is performed in non-hazardous environments and a clean atmosphere. The position requires indoor and outdoor supervision during varying temperatures and climatic conditions.

Apply through Frontline:

Applications are currently being accepted for this position via ourdistrict website. Please reach out to our human resources department at if you have questions about the application process.

We encourage interested applicants to apply as we continue to uplift our equity policy. Our goal is to recruit employ support and retain racially and linguistically diverse and culturally competent administrative instructional and support personnel. Oak Park Elementary School District 97 is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race religion color national origin gender sexual orientation age marital status veteran status or disability status. We are committed to creating an inclusive environment for all employees.

The mental demands physical demands and work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow an employee with disabilities to perform the essential functions.