Executive Assistant to the Board

Primary Purpose:

Provide administrative support that will ensure the efficient operation of the office of the HCDE Board of Trustees. Perform duties with a high degree of accuracy confidentiality discretion and independent judgment.

Qualifications:

Education/Certification:

• High school diploma or GED certificate college degree preferred

Special Knowledge/Skills:

• Knowledge of school district operations and administrative policies
• High-level of proficiency with Microsoft Office software applications and ability to adapt quickly to new technology
• Exceptional attention to detail and high level of accuracy
• Experience using board meeting agenda software preferred
• Ability to prioritize and meet deadlines
• Ability to make independent decisions regarding planning organizing and scheduling
• Ability to multi-task numerous complex administrative activities
• Ability to provide exceptional customer service

Experience:

• Four years or more administrative experience with extensive contact with people
• Prior experience providing high-level support to elected boards administrative staff committees or other similar work groups preferred

Major Responsibilities and Duties:

1. Prepare and post all meeting and agenda items of the Board of Trustees in compliance with legal requirements and department policies.
2. Coordinate the preparation and development of the board agenda in collaboration with the Superintendent and President of the Board of Trustees.
3. Assemble and disseminate agendas (hardcopy or digitally) containing items and supporting documents for Board Meetings to Board members Superintendent and Executive Leadership Team members.
4. Compose and prepare Board of Trustees meeting minutes in a timely manner for approval by Board members.
5. Coordinate the scheduling of special meetings and committee meetings of the Board and host virtual meetings as needed.
6. Assist Superintendent and Board members in board elections process and records.
7. Function as liaison with consultants for Board training.
8. Assist Board members in board certification training and record maintenance.
9. Coordinate travel arrangements and registrations for meetings/conferences and request reimbursement for Board members.
10. Establish and maintain Board of Trustees budget.
11. Prepare correspondence and materials for Board members.
12. Answer incoming calls and handle questions from the public outside agencies Board of Trustees and staff.
13. Review and distribute mail addressed to the Board of Trustees.
14. Develop presentations for Board members in collaboration with the Communications Division.
15. Coordinate refreshments for Board meetings and other Board functions.
16. Keep informed of and comply with state regulations and department policies concerning primary job functions.
17. Maintain confidentiality of information.
18. Perform other duties as assigned.

Required Experience:

IC