Executive Administrative Assistant & Board Recording Secretary

Township High School District 211; Palatine (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

Responsibilities include minutes, policy maintenance, onboarding, governance documentation, and supporting budget and procurement tasks while ensuring adherence to laws and district procedures.

Qualifications

• High school diploma or equivalent or compensating experience.
• Minimum three years' executive level assistant experience.
• Proficiency with Microsoft Office suite and Google Workspace, with a strong knowledge of Word and Excel preferred.
• Proficiency with online agenda and meeting management platforms, Diligent Community preferred.
• Knowledge of Board governance procedures and public meeting requirements.
• Exceptional written and oral communication skills.
• Excellent customer service, organization, prioritization, analytical, and interpersonal skills.
• Sound judgment, trustworthiness, and confidentiality.
• Ability to work quickly and accurately in a deadline-driven environment with interruptions.
• Ability and willingness to work overtime during high-need times.
• Familiarity with the Illinois Open Meetings Act, FOIA, and education laws (preferred).

Responsibilities

• Board of Education Support
• Serves as Recording Secretary for the Board of Education, as delegated.
• Coordinates all Board of Education meetings, including regular, special, committee, and closed session meetings.
• Prepares Board meeting agendas in collaboration with the Superintendent and other designated officials.
• Compiles, proofreads, and distributes Board agenda materials within established timelines.
• Attends Board meetings, records official proceedings, prepares accurate meeting minutes, and maintains official Board records.
• Maintains the Board of Education Policy Manual in accordance with District procedures.
• Coordinates Board member onboarding, orientation, training, and governance documentation.
• Prepares and processes Board resolutions, legal notices, oaths of office, election documents, and official certifications.
• Complies with the Illinois Open Meetings Act (OMA), FOIA, Local Records Act, and Board policies.
• Serves as liaison between the Board of Education, Superintendent, district administrators, and community members.
• Deputy Superintendent Support
• Serves as an initial point of contact and responds to various requests from District employees and outside entities.
• Screens calls, visitors, and requests while exercising independent judgment regarding priorities.
• Provides confidential executive administrative support to the Deputy Superintendent.
• Manages calendars, appointments, meetings, and travel arrangements.
• Coordinates meetings and prepares agendas, reports, presentations, and meeting materials.
• Coordinates District events, recognition programs, community meetings, and other gatherings.
• Gathers, analyzes, and inputs large quantities of data with speed and accuracy for regulatory, legal, and other purposes.
• Performs high-volume computer-based work using specialized software and databases.
• Prepares, edits, and formats letters, memos, and other materials, ensuring accuracy and compliance.
• Engages in problem solving and communicates effective solutions.
• Assists with budget management and purchasing in compliance with procedures.
• Other Responsibilities
• Works cooperatively with co-workers and other District employees.
• Demonstrates judgment and tact when handling diverse issues.
• Maintains a regular, organized filing system, including confidential files.
• Maintains professionalism and confidentiality.
• Works well under pressure with tight deadlines and interruptions.
• Follows complex instructions.
• Performs other related duties as assigned.

Skills

Executive support

Communication skills

Confidentiality

Organization

Interpersonal skills

Education

High school diploma or equivalent

Compensating experience in lieu of diploma

Tools

Microsoft Word

Microsoft Excel

Google Workspace

Diligent Community

Job description

Responsibilities include minutes, policy maintenance, onboarding, governance documentation, and supporting budget and procurement tasks while ensuring adherence to laws and district procedures.