Executive Administrative Assistant/School Board Secretary

Illinois Education Job Bank; Des Plaines (IL); On-site; USD 75,000 - 95,000; Full time

Job summary

The Illinois Education Job Bank seeks an Executive Administrative Assistant/School Board Secretary to support the Superintendent and Board of Education, handling agendas, briefs, minutes and postings. You will manage the Superintendent's calendar, coordinate board meetings and events, prepare correspondence, and act as liaison with administrators, parents and the community.

This on-site role in Des Plaines, IL offers a salary range of $75,000–$95,000 and opportunities to streamline district

Qualifications

• Five years of office experience.
• Broad knowledge of administrative procedures and office operations.
• Understanding of education administration, regulations, and ethics.
• Excellent written and verbal communication skills.
• Strong background in business English and mathematics.
• Proficiency with office technology and standard software.

Responsibilities

• General operation of the Superintendent's Office.
• Attends Board meetings and prepares agendas, briefs, minutes and postings.
• Assists in preparation of correspondence, reports, and filing of documents.
• Screens calls, responds to inquiries, schedules appointments and meetings.
• Maintains the Superintendent's calendar and coordinates appointments and meetings.
• Acts as office manager, coordinating office functions.
• Develops rapport with Board members, parents, community, teachers, and media.
• Processes incoming correspondence as instructed.
• Prepares and distributes agendas and minutes for staff meetings and council groups.
• Prepares yearly school calendar for DLC and ISBE submissions.
• Maintains confidential files and district records.
• Performs bookkeeping tasks for the position.
• Updates Board Policy and Administrative Procedures and maintains records.
• Liaises between the Superintendent and other departments.
• Leads the district secretarial team and coordinates professional development.
• Prepares Board meeting room with the technology team.
• Keeps a historical record of Board actions.
• Handles registration for board events and district conferences.
• Serves as the District event planner.

Skills

Office experience

Administrative procedures

Education administration

Written communication

Verbal communication

Business English

Mathematics

Tools

Office software

Job description

Executive Administrative Assistant/School Board Secretary

Duties

Essential Functions

• Responsible for the general operation of the Superintendent's Office.
• Attends Board meetings and prepares and disseminates the School Board meeting agendas, briefs, minutes, and postings.
• Assists the Superintendent in the preparation of correspondence, reports, and the filing of various documents.
• Provides assistance to the Superintendent by screening calls, responding to inquiries, scheduling appointments, conferences, and other meetings.
• Maintains the Superintendent's calendar by scheduling appointments, conferences, and meetings as directed.
• Performs the role of office manager, coordinating office functions.
• Develops and maintains proper rapport with School Board members, parents, community, teachers, and news media and coordinates requests for information.
• Processes incoming correspondence as instructed.
• Prepares and/or distributes requests, agendas, and minutes for the Administrative Staff Meetings, District Leadership Council, and other groups as directed.
• Prepares the yearly school calendar in preparation for the DLC meeting and handles all submissions to ISBE/SIS
• Maintains confidential files and district records of the Superintendent.
• Performs any bookkeeping tasks associated with the specific position.
• Updates Board Policy and Administrative Procedures regularly and maintains accurate records of all updates.
• Serves as a liaison between the Superintendent and other departments.
• Serves as the lead resource for building secretaries.
• Manages the secretarial manual in coordination with relevant departments and organizes professional development sessions for this group.
• Prepares the Board meeting room along with the technology team in advance of meetings.
• Keeps a historical record of all actions taken at Board meetings.
• Handles registration for all board events, including local luncheons and dinners, and state conferences
• Serves as the District event planner.

Qualifications

Qualifications

• At least five years of successful office experience
• Broad knowledge of administrative procedures and office operations
• General understanding of education administration, regulations, and ethics
• Excellent written and verbal communication skills
• Strong background in business English and mathematics
• Proven proficiency with office technology, computers, standard business software, and general office equipment

Salary/Benefits

Salary Range: $75,000 - $95,000

Additional Notes

The Executive Administrative Assistant position is established for the purpose of supporting the functions of
the Superintendent's office and the Board of Education, including clerical support for the Superintendent of
Schools and the Board of Education. This position also performs a wide variety of special projects and serves as a coordinator of district office personnel.