ESD 113- Executive Assistant

Sylvania

Tumwater (WA)

On-site

USD 55,000 - 75,000

Full time

48 hours ago

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Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

Flexible Spending Account

Life Insurance

AD&D Insurance

Long-Term Disability

Employee Assistance Program

Retirement Plan

Annual Leave

Sick Leave

Holiday Pay

Personal Leave

Job summary

Capital Region ESD 113 in Tumwater seeks an Executive Assistant to provide confidential administrative support to the Superintendent and Executive Team, coordinating calendars, meetings, and communications with staff, schools, families, and the public.

This exempt role requires independent judgment, strong organizational skills, and the ability to manage complex schedules, travel arrangements, and board-related documentation.

Qualifications

Knowledge of organizational procedures and protocols, and understanding of financial and administrative requirements.
Ability to manage board operations, governance tasks, and public agency interactions.
Strong office management skills and proficient communication in written and verbal form.

Responsibilities

Serve as liaison to Superintendent and Executive Team, coordinating schedule and priorities.
Attend Board meetings and ensure accurate recording of minutes.
Compile data from multiple sources for financial and administrative reporting.
Prepare complex documents and agendas for staff and public.
Coordinate programs, travel, and accommodations in line with guidelines.
Publish and manage Board policies and procedures for compliance.

Skills

Organizational procedures

Financial compliance

Board governance

Public agencies

Office management

Communication skills

Written communication

Education

High School diploma or equivalent

Associates degree or relevant experience preferred

Job description

Executive Assistant

ESD 113 learns from and cares for our staff, schools, students, families, and the land, works alongside communities to build pathways that expand opportunity, and acts with collective purpose to advance educational justice.

This is an exempt position, scheduled for 260 days/year, 8 hours/day.

Benefits include Medical/Vision/Dental Insurance; FSA/DCAP; Life/AD&D Insurance; LTD Insurance; EAP; Retirement; DCP; Annual Leave, Sick Leave, Holiday Pay and Personal Leave.

Purpose Statement

The job of Executive Assistant is done for the purpose/s of providing a wide variety of complex, diverse, and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to school and system staff, other school systems, and public agencies; ensuring compliance of Superintendent's office and Board activities with financial, legal, and administrative requirements; and acting as liaison between the Superintendent, the staff and the public to provide information, address a variety of issues, and provide general support.

Work is performed with minimal supervision, requires independent thinking and the exercise of good judgment. This position interacts on a daily basis with executive management, elected officials, representatives of outside organizations and the general public.

This job reports to the Superintendent.

Essential Functions

Superintendent and Executive Team Liaison Acts as liaison to the Superintendent and Executive Team (e.g. scheduling appointments, coordinating superintendent's schedule, establishing priorities, briefing him/her before meetings, etc.) for the purpose of ensuring the smooth operation of Administration.

Board Meeting Attendance Attends Board meetings for the purpose of ensuring the actions of the Board are recorded accurately and efficiently resulting in permanent Board minutes.

Data Compilation Compiles data from a variety of sources (e.g. agenda items, special projects and assignments, payroll, budget, etc.) for the purpose of complying with financial, legal, and administrative requirements.

Document Composition Composes complex documents (e.g. executive summaries, correspondence, agendas, minutes, etc.) for the purpose of communicating information to ESD 113 personnel and the public.

Program and Activity Coordination Coordinates a variety of programs and activities (e.g. meetings, appointments, workshops, travel and accommodations, etc.) for the purpose of ensuring availability of facilities and equipment while delivering services in conformance to established guidelines.

Board Policy and Procedures Management Ensures accurate approval and publishing of new and updated Board Policies and agency procedures for the purpose of best-practice management and communication to staff and the public.

Situation Evaluation Evaluates situations involving a variety of groups and individuals (e.g. staff, students, parents, the public, etc.) for the purpose of taking appropriate action and directing to appropriate personnel for resolution.

Record Maintenance Maintains a variety of documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.

Travel Reimbursement Processing Makes travel arrangements, and processes all travel reimbursement requests for the purpose of ensuring Board travel is processed accurately and in accordance with Board-specific travel policies.

Superintendent Calendar Management Manages Superintendent's calendar of activities and appointments (e.g. scheduled appointments, travel, meetings, etc.) for the purpose of organizing and prioritizing routine tasks while using independent judgment as necessary.

Board Meeting Schedule Management Manages the Board meeting schedule to comply with all requirements for the purpose of notification and best-practice scheduling.

Activity and Program Monitoring Monitors assigned activities and program components for the purpose of coordinating activities and ensuring compliance with established financial, legal, and administrative requirements.

Financial Functions Performs a variety of financial functions for the Administration team (originates purchase orders, reconciles credit card statements, processes expense reimbursement requests, etc.) for the purpose of ensuring accurate financial record keeping and audit compliance.

Administrative Coordination Provides administrative coordination of special meetings, functions, events and receptions for the purpose of ensuring all requirements are met and events proceed smoothly.

Public Relations and Communications Manages public relations and communication activities on behalf of the Superintendent for the purpose of maintaining positive relationships with internal and external stakeholders.

Confidentiality Maintenance Maintains confidentiality of sensitive and privileged information for the purpose of protecting the privacy of the Superintendent and Board.

Research and Information Gathering Researches and gathers information and data for the purpose of assisting the Superintendent in making decisions and providing recommendations.

Board and Superintendent Support Supports and assists the Board and Superintendent in a variety of administrative activities for the purpose of facilitating their work and responsibilities.

Travel Requirements Travels, as needed, for the purpose of supporting the Superintendent and fulfilling assigned duties.

Other Functions

Personnel Assistance Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Related Duties Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

Knowledge Required Knowledge is required to perform algebra and/or geometry; review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: organizational procedures and protocols; financial, legal, and administrative requirements; board operations and governance; public agencies and operations; and office management practices.

Skills Required Skills are required to perform multiple, highly complex, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; preparing and maintaining accurate records; planning and managing projects; developing effective working relationships; and exceptional verbal and written communication skills.

Abilities Required Ability is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and consider a number of factors when using equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing a variety of complex processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job‑related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is moderate to significant.

Specific ability based competencies required to satisfactorily perform the functions of the job include: organizing and prioritizing complex tasks and activities; maintaining confidentiality of sensitive information; exercising good judgment in dealing with diverse situations; working independently under time constraints; establishing and maintaining effective working relationships; dealing with frequent interruptions and changing work priorities; managing multiple complex projects; and working in a professional and diplomatic manner.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; managing administrative operations; directing the use of budgeted funds within a work unit. Utilization of resources from other work units may be required to perform the job's functions. There is some opportunity to significantly impact the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 75% sitting, 5% walking, 20% standing. This job is performed in a generally clean and healthy environment.

Education and Experience Requirements

Experience: Job related experience with increasing levels of responsibility is required.

Education: High School diploma or equivalent.

Equivalency: Associates degree or significant relevant experience preferred.

Position Information

FLSA Status: Exempt

Approval Date: 11/18/2021

Revised Date: 04/20/2023

Pay Grade: Range 56

Required Testing, Certificates and Licenses

Required Testing: