Confidential Administrative Assistant, Office of the Assistant Superintendent

Young World Physical Education; Malden (MA); On-site; USD 40,000 - 60,000; Full time

Job summary

Young World Physical Education in Malden is seeking an Administrative Assistant to support the district's leadership. The role serves as the primary contact for parents and the public, ensuring smooth operations of the Office of the Assistant Superintendent.

The ideal candidate has strong communication skills and organizational abilities, with experience in public education settings being preferred. Responsibilities include managing calendars, preparing presentations, and overseeing daily operations.

Qualifications

• Successful experience as an administrative assistant, preferably in urban public school settings.
• Proficiency in one or more languages other than English is very desirable.
• References affirming strong organizational capacity and effective interpersonal skills.

Responsibilities

• Serve as the district’s primary point of contact for parents and the public.
• Manage the Assistant Superintendents’ calendars and schedule meetings.
• Prepare documents and presentations for various audiences.

Skills

Organizational capacity

Exceptional English communication skills

Customer service skills

Proficiency in Microsoft OneDrive and/or Google Drive

Technical proficiency in website management

Familiarity with graphic design software

Experience with municipal financial departments

Education

Associate’s degree in public administration

Bachelor’s degree

Tools

Microsoft OneDrive

Google Drive

Adobe InDesign

Canva

Job description

Confidential Administrative Assistant, Office of the Assistant Superintendent

Starting Date: Immediately

Job Description

Overview of the Malden Public Schools: The Malden Public Schools (MPS) is a richly diverse school district located within the Greater Boston area and accessible by the MBTA orange line train. The district serves approximately 6,800 students from 59 countries who speak 67 languages. MPS has 1 early learning center, 5 K‑8 schools, and 1 high school. We are committed to providing rigorous instruction and culturally responsive practices, fostering a safe and collaborative environment where a growth mindset is valued.

The Confidential Secretary supports the leadership of the Assistant Superintendent(s) and ensures organizational coherence for the district. The role serves as the primary point of contact with parents, caregivers, and the broader public.

Duties and Responsibilities

• Serve as the district’s primary point of contact: assist parents, caregivers, and the public with inquiries via email, phone, or other communication channels.
• Answer calls to the main district telephone line with a respectful, professional, and kind demeanor.
• Document inquiries, forward them to the appropriate office or school principal, and notify the Assistant Superintendent or other district administrator when follow‑up is required.
• Refer parents, caregivers, and members of the public to the most relevant district office or school staff.
• Oversee daily operations of the Office of the Assistant Superintendent, including clerical needs, managing phone calls and correspondence, maintaining an organized filing system, and updating documents.
• Manage the Assistant Superintendents’ calendars, schedule meetings, interviews, and appointments, and prepare agendas and minutes for meetings.
• Engage in project management, prioritizing multiple projects and workflows, and collaborate with central office and school staff to gather and disseminate information.
• Prepare documents and presentations for the Assistant Superintendent to present to the School Committee, district staff, and other audiences.
• Assist with communication of key information via the district website, official social media channels, and other platforms.
• Maintain a high level of personal integrity and professional conduct, modeling patience and professionalism in all interactions.
• Maintain confidentiality and perform other duties as assigned by the Assistant Superintendent(s).

Qualifications

• Successful experience as an administrative assistant (experience in urban public‑school settings strongly preferred).
• Associate’s degree in public administration or a related field (Bachelor’s degree very desirable).
• Exceptional English communication skills, both verbal and written; proficiency in one or more languages other than English is very desirable.
• References affirming strong organizational capacity and effective interpersonal and customer service skills.
• Demonstrated technical proficiency in Microsoft OneDrive and/or Google Drive (required).
• Familiarity with or willingness to learn website management platforms.
• Familiarity with or willingness to learn graphic design software (e.g., Adobe InDesign, Canva).
• Familiarity with or willingness to learn professional use of social media to support organizational objectives.
• Experience working with municipal financial departments (preferred).

Reports To

Assistant Superintendent of Teaching and Learning and the Assistant Superintendent of Student Services

Terms of Employment

• Twelve‑month (12) work year. Salary to be negotiated with the Superintendent of Schools; benefits as established for all administrative positions.
• Performance‑based evaluation and compensation in accordance with School Committee policy.

Salary

Based on experience

To Apply

Submit a letter of interest highlighting qualifications for the position via School Spring.

Equal Opportunity Employer

The Malden Public Schools is committed to cultivating an ethnically, racially, and linguistically diverse and inclusive environment. We are proud to be an equal opportunity employer and are committed to a work and learning environment free from discrimination, retaliation, and harassment in accordance with state and federal laws.

Contact Information

• Dr. Timothy Sippel, Superintendent of Schools
• Email: [e-mail]