Administrative Executive Assistant to Superintendent of Schools

Sylvania; Battle Creek (MI); On-site; USD 40,000 - 50,000; Full time

Job summary

Sylvania is seeking an Administrative Executive Assistant to the Superintendent of Schools in Battle Creek, Michigan. This full-time position involves providing comprehensive administrative support, maintaining confidentiality, and ensuring smooth operations within the Superintendent's office.

Key responsibilities include preparing Board materials, managing schedules, and coordinating district events. The ideal candidate will have an Associate's degree, experience in a fast-paced environment, and strong communication skills. This role offers a dynamic work environment committed to enhancing organizational excellence.

Qualifications

• Bachelor’s Degree preferred; Associate's Degree Required.
• One year of work experience dealing with the public.
• Demonstrated experience working with a diverse population.

Responsibilities

• Provide administrative support to the Superintendent.
• Prepare materials for Board meetings and serve as recording secretary.
• Support the implementation of District goals and initiatives.

Skills

Interpersonal and communication skills

Attention to detail

Ability to manage multiple priorities

Proficient use of Microsoft Office

Education

Associate's Degree

Tools

Microsoft Office

Google applications

Job description

Position Title: Administrative Executive Assistant to Superintendent of Schools

Department: Central Office

Reports To: Superintendent of Schools

Lakeview School District is dedicated to organizational excellence and supports and encourages the development and implementation of multicultural perspectives across all areas of the organization, the celebration of diversity, and the assets that diversity brings to our organization.

Summary

The Executive Assistant to the Superintendent of Schools is responsible for assisting the Superintendent in performing his or her duties. Confidentiality and professionalism in working with community members and staff are critical. The Executive Assistant to the Superintendent of Schools must treat all job‑related issues and experiences with the utmost respect for privacy, discretion, and confidentiality.

Minimum Required Qualifications

• Bachelor’s Degree preferred; Associate's Degree Required.
• One (1) year of work experience dealing with the public.
• Demonstrated experience working successfully with a diverse population.
• Ability to manage multiple priorities with a high level of accuracy and attention to detail.
• Proficient use of computers, including knowledge and use of Microsoft Office products, student data systems, and Google applications.
• Ability to assume responsibility, work independently, and perform effectively while managing multiple priorities and deadlines.

Qualifications

1. Associate’s degree required.
2. The following experiences in the role of Executive Assistant are preferred:
3. 1. Experience in a fast‑paced school district within an executive office
   2. Proven ability to manage multiple tasks, prioritize competing demands, and consistently meet deadlines.
   3. Demonstrated success in organizing office operations and improving efficiency and productivity.
   4. Exceptional interpersonal and communication skills, with the ability to interact clearly, tactfully, respectfully, and courteously with staff, students, families, Board members, and community stakeholders.
4. Must possess excellent written and verbal communication skills.
5. Ability to communicate effectively with students, parents, district staff, and community members.
6. Self‑directed and have the ability to work independently to efficiently produce complex projects to meet established deadlines.
7. Ability to organize and coordinate activities as they relate to internal and external projects.
8. Ability to interpret and translate facts and information, explain issues, and advise individuals of alternatives on appropriate courses of action.
9. Ability to maintain confidentiality during and in regard to all personnel issues.

Responsibilities and Duties

• Provide administrative support to the Superintendent and the Board of Education.
• Prepare all materials for the Board, including materials for regular and special meetings, committee meetings, and closed hearings. Attend all Board of Education meetings and serve as the recording secretary.
• Maintain BoardBook as it relates to Board agendas.
• Support the Superintendent by ensuring an organized, high‑functioning executive office.
• Support the Superintendent within the community.
• Support the successful implementation of District goals and initiatives.
• Work with the Superintendent to communicate effectively.
• Coordinate multiple schedules and priorities to ensure time‑sensitive tasks are completed, and all timelines and deadlines are met.
• Ability to effectively manage and prioritize multiple responsibilities while performing duties in compliance with all District requirements and Board policies.
• Coordinate activities, events, and maintain a confidential calendar for the Superintendent.
• Communicate clearly and concisely, both orally and in writing
• Handle conference registration and travel arrangements for the Superintendent and Board of Education members.
• Process purchase orders, service requests, and related administrative transactions for the Superintendent’s Office, ensuring timely and accurate completion of all requests.
• Coordinate meetings for the Superintendent, including the reservation of facilities, preparation of materials, and arrangement of food when desired
• Regular, dependable attendance is a critical performance factor to ensure consistent, high-quality customer service.
• Provide administrative and operational support to staff members who report directly to the Superintendent, ensuring efficient coordination of activities, communications, and departmental needs.
• Coordinate administrative processes associated with due process hearings by managing schedules, facilitating documentation, and communication.
• Perform other job‑related duties as required by the Superintendent of Schools or designee.

Working Conditions & Expectations

Commitment to Excellence: The Executive Assistant is expected to maintain a calm, professional demeanor under pressure and project a positive image of the school district at all times.

• Hours: Full-time, standard business hours. Occasional evening hours may be required to support Board of Education meetings or special district events.
• Environment: Professional office environment within the District Administration Central Office.

PHYSICAL DEMANDS: The physical demands described here are representative of those required of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is required to stoop, kneel, or crouch. The employee will repeat the same hand, arm, or finger motion, such as when typing. The employee must also be able to hear and talk. The employee occasionally lifts and/or pushes up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position, and additional duties may be assigned.

EOE