Executive Administrative Assistant to the COO

Township High School District 211; Palatine (IL); On-site; USD 52,000 - 72,000; Full time

Job summary

Township High School District 211 in Palatine, IL, is seeking an Administrative Assistant to the Chief Operating Officer for a 12-month exempt Tier 2 role. The position manages calendars, coordinates meetings, prepares materials, and ensures accurate recordkeeping.

The ideal candidate has five years of administrative experience in a school setting, strong Microsoft Office and Google Workspace skills, and excellent communication with stakeholders, including Board members and government agencies.

Qualifications

• High school diploma or equivalent or compensating experience.
• A minimum of five (5) years' successful administrative assistant experience, preferably in a school setting.
• Proficiency with the Microsoft Office suite and Google Workspace, with a strong knowledge of Microsoft Word and Excel preferred
• Excellent organization, prioritization, analytical, and interpersonal skills
• Exceptional written and oral communication skills, including strong grammar, proofreading and editing skills
• Exceptional attention to detail
• Ability to maintain accurate recordkeeping systems
• Familiarity with the Freedom of Information Act (FOIA) preferred
• Ability to work under pressure, work independently, adapt to changing assignments, and adhere to deadlines
• Sound judgment, a high level of trustworthiness, and respect for confidentiality
• Ability to work quickly and accurately in a deadline-driven environment with frequent interruptions
• Ability and willingness to work overtime during high needs times of the year as directed

Responsibilities

• Provides administrative support to the COO, including managing calendars, coordinating meetings, preparing materials, maintaining records, and tracking assignments and deadlines.
• Drafts, edits, proofreads, and formats correspondence, reports, presentations, spreadsheets, and other documents, verifying accuracy, formatting, and consistency before distribution.
• Coordinates professional communications with District staff, Board members, government agencies, vendors, community members, and other stakeholders on behalf of the COO, as directed.
• Assists with key financial reports including the annual budget, Annual Comprehensive Financial Report (ACFR), financial forecasts, audit materials, and other financial documents; compiles information, updates schedules, verifies supporting data, and coordinates document production.
• Prepares and organizes financial reports and supporting documents for submission to ISBE and other required entities; completes authorized filings, track deadlines, and retains submission confirmations.
• Assists with preparation of Board of Education agenda materials and supporting documents.
• Assists in compiling and analyzing data for collective bargaining by preparing confidential spreadsheets, comparison tables, and supporting materials under the direction of the COO.
• Supports FOIA request processing by logging requests, tracking response deadlines, coordinating record collection, and preparing draft correspondence and responsive materials for review by designated District officials or legal counsel.
• Assists with PTAB matters by maintaining case files, tracking deadlines, and coordinating supporting documents with District staff and legal counsel.
• Maintains accurate records for District tax-exempt properties, including parcel information, exemption documentation, correspondence, and required filings; coordinates updates and follow-up with the appropriate offices.
• Maintains organized electronic and paper records for financial reports, audits, property tax matters, contracts, correspondence, and other COO functions in accordance with District recordkeeping and retention procedures.
• Maintains an integrated calendar of reporting requirements, filing dates, Board deadlines, and other recurring obligations; promptly identifies missing information or potential delays.
• Coordinates with departments to obtain accurate information, resolve discrepancies, and complete assigned projects.
• Recommends improvements to document preparation, tracking, and office procedures.
• Provides back-up coverage to other Business Office positions as assigned.
• Works cooperatively with co-workers and other District employees.
• Demonstrates considerable judgment and tact when handling the diverse issues that arise.
• Maintains a regular, organized filing system, including locked, confidential files.
• Maintains high standards of professionalism and confidentiality and actively models these for others.
• Works well under pressure with tight deadlines and frequent interruptions.
• Follows complex oral and written instructions.

Skills

Organizational skills

Prioritization

Analytical thinking

Interpersonal skills

Communication skills

Proofreading

Confidentiality

Deadline-driven

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Google Workspace

Microsoft Word

Microsoft Excel

Job description

Township High School District 211 in Palatine, IL, is seeking an Administrative Assistant to the Chief Operating Officer for a 12-month exempt Tier 2 role. The position manages calendars, coordinates meetings, prepares materials, and ensures accurate recordkeeping.

The ideal candidate has five years of administrative experience in a school setting, strong Microsoft Office and Google Workspace skills, and excellent communication with stakeholders, including Board members and government agencies.