Confidential Executive Assistant to the Superintendent

Department:

Superintendents Office

Job Title:

Confidential Executive Assistant to the Superintendent

FLSA Status:

(Exempt/Non-exempt)

Non-Aligned/ Confidential

Reports to:

Superintendent

In compliance with state and federal laws Newton Public Schools is committed to equity anti-racism and a nondiscrimination policy for students employees and prospective applicants. All educational and employment determinations are based on an individuals qualifications and achievements without regard to race color religion sex sexual orientation age pregnancy gender identity genetic information national origin ancestry homelessness physical or mental disability veteran status or any other basis prohibited by state and/or federal law. The Newton Public Schools places a high value on the active recruitment of qualified teachers who represent the backgrounds and ethnicities of our student body.

Summary:

The Confidential Executive Assistant to the Superintendent serves as a senior administrative professional responsible for managing complex high-level operational organizational and governance functions. This role provides direct executive support to the Assistant Superintendent while also serving as a liaison and operational support to the School Committee.

The position requires the exercise of independent judgment discretion and initiative in handling confidential matters coordinating across departments supporting governance processes and ensuring the efficient functioning of both divisional operations and School Committee work.

Qualifications:

Education & Experience

• Associates degree required; Bachelors degree preferred.
• Minimum of 35 years of progressively responsible administrative experience preferably in a public school or complex organizational setting.

Knowledge Skills and Abilities

• Strong knowledge of office administration organizational systems and educational environments.
• Advanced proficiency in Microsoft Office and data systems (Excel Word PowerPoint; database tools).
• Proficiency in AI tools for productivity scheduling and project management software and AI tools
• Exceptional organizational analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work effectively in a fast-paced high-demand environment.
• Demonstrated ability to handle confidential information with discretion.
• Ability to work independently and collaboratively with diverse stakeholders.
• Strong attention to detail and commitment to accuracy.

Essential Job Duties and Responsibilities (Not Limited To):

Key Responsibilities

1. Executive & Departmental Support

• Provide comprehensive administrative and operational support to the Assistant Superintendent.
• Manage a complex calendar and scheduling system coordinating meetings with principals central office staff and external partners.
• Anticipate needs and prepare materials agendas and briefing documents for meetings and initiatives.
• Draft edit and prepare correspondence reports presentations and internal communications.
• Serve as a primary point of contact for the division responding to inquiries and resolving issues with professionalism and discretion.
• Support confidential matters including collective bargaining personnel issues and sensitive departmental work.

2. School Committee Liaison & Governance Support

• Coordinate School Committee agenda items related to Teaching & Learning (Elementary/Secondary) ensuring timely preparation and submission of materials.
• Prepare compile and quality-check reports presentations and briefing documents for School Committee meetings.
• Attend School Committee meetings as needed; support tracking of follow-up actions and requests.Includes several nights per month for School Committee meetings.
• Draft summaries responses and follow-up correspondence related to School Committee inquiries.
• Ensure compliance with timelines documentation requirements and public posting expectations related to School Committee work.
• Collaborate with the Executive Assistant to the Superintendent and School Committee staff to ensure alignment and coherence of materials and messaging.

3. Budget Grants and Resource Management

• Monitor and maintain the divisions budget including tracking expenditures and preparing reports.
• Serve as liaison to the grants office for budget development tracking and reporting.
• Support the preparation of materials for the annual budget process.
• Track vouchers purchasing and financial documentation.

4. Data Systems and Reporting

• Develop and maintain complex spreadsheets databases and reporting systems (e.g. Excel with pivot tables data exports).
• Support data collection analysis and reporting for departmental and School Committee needs.
• Maintain records related to personnel programs assessments (e.g. MCAS) and departmental initiatives.
• Prepare data summaries and visualizations for internal and public reporting.

5. Meeting & Operations Management

• Coordinate logistics for departmental and cross-functional meetings including scheduling materials and follow-up.
• Prepare meeting agendas packets and documentation.
• Support the organization of large-scale initiatives trainings and events.
• Maintain systems to track action items deadlines and project progress.

6. Records Compliance and Documentation

• Maintain organized and confidential files records and documentation systems.
• Ensure accuracy completeness and accessibility of records.
• Support compliance with district policies procedures and applicable regulations.
• Assist in maintaining documentation related to School Committee actions and departmental initiatives.

7. Communication & Stakeholder Engagement

• Serve as a liaison between the Assistant Superintendents office schools central departments School Committee and the public.
• Provide high-level customer service and respond tactfully to concerns and inquiries.
• Support communication strategies by preparing clear accurate and timely materials.
• Collaborate with internal teams to ensure consistent messaging and alignment.

8. Cross-Office Collaboration & Coverage

• Work collaboratively with administrative staff across the Superintendents and School Committee offices.
• Provide coverage and support across offices as needed to ensure continuity of operations.
• Contribute to a cohesive responsive and high-functioning central office administrative team.

Terms of Employment

• Work Year: 12 months
• Schedule: Full-time; extended hours as needed
• Salary Range: Commensurate with experience
• Position Type: Administrative / Confidential/This position is designated as confidential due to regular access to sensitive personnel legal bargaining and governance information.

Additional Information

• Location: Education Center / Central Office
• Start Date: TBD
• Supervision/Evaluation: Evaluated by the Superintendent

Work Environment & Physical Requirements:

• Office-based work with frequent interruptions and competing priorities.
• Regular interaction with staff administrators School Committee members families and the public.
• Evening work required to support School Committee meetings and related responsibilities.
• Experience working in cross-generational and cross-cultural workspaces
• Occasional lifting up to 25 lbs