Executive Administrative Assistant to the Superintendent

TrulyHired; New Albany (OH); On-site; USD 75,000 - 90,000; Full time

Job summary

TrulyHired seeks an experienced administrative professional to support the Superintendent and lead multiple project coordination tasks within the district. You will manage calendars, communications, and data resources to enable district leadership to focus on core educational issues.

The role requires strong writing and verbal skills, meticulous organization, and the ability to work with diverse stakeholders, including teachers, parents, and staff.

Qualifications

• Bachelor’s degree or higher preferred; associate degree or extensive experience considered.
• Five+ years of experience in education, corporate, government or similar settings.
• Experience supporting leadership such as Superintendent, CEO, Board or senior management.
• Excellent verbal communication and writing skills; self-motivated with little direction.
• Creative and proactive in developing ideas to advance district goals.
• Alternative qualifications as the Superintendent may find appropriate.

Responsibilities

• Manage day-to-day office operations including board notices, agendas, supporting documents, and communications.
• Coordinate communications between Superintendent and Board and Administrative Team.
• Prepare presentations, reports, and drafts for the Board, staff, and committees.
• Support committees and attend meetings as requested.
• Create and manage spreadsheets and databases for projects.
• Provide project coordination, including PM plans and follow-up.
• Draft memos and letters in response to inquiries.
• Organize mail and prioritize materials; draft replies.
• Plan and schedule the Superintendent’s appointments; coordinate with leadership.
• Prepare administrator/director contracts and assist with evaluations.
• Train and supervise other support staff.
• Maintain filing/retrieval systems and archival records.
• Handle confidential situations and resolve conflicts.
• Support development/implementation of Board Policies.
• Other duties as assigned.

Skills

Verbal communication

Writing skills

Self-motivation

Creativity

Education

Bachelor’s degree or higher preferred; associate degree or extensive experience considered

Five+ years of experience

Experience supporting leadership (Superintendent, CEO, Board, or senior management)

Tools

Microsoft Office

Job description

Job Description

Overview: To provide administrative support and project management for the Superintendent of Schools so that he/she may devote maximum leadership to the central problems of education and educational administration.

Key Responsibilities

• Manages the day-to-day operations of the office, including but not limited to; coordinating Board Meeting notices, agendas and supporting documents, suspension appeals and expulsion hearings, schedules, budgets, files, agendas, records and all communications including phone calls, email, and mail.


• Supports and facilitates ongoing communication between the Superintendent and the Board of Education, the Administrative Team including working with the Director of Communications to ensure Superintendent communications through email, e-newsletters, social media events and website are distributed and updated on a timely basis.


• Prepare presentations, reports, information and drafts of reports for the Superintendent to the Board of Education, the Administrative Team, the staff, strategic project teams and Superintendent/Board Committees.


• Supports committees and attends meetings as requested.


• Create, use and provide ongoing management of spreadsheets and databases for projects and management of information.


• Provide project coordination including creating project management plans and providing project management follow up and tracking.


• Create reports and presentations including graphics, charts, video, etc.


• Conduct research and participate in grant writing.


• Draft memos and letters both at the Superintendent's direction and the Assistant's own initiative in response to requests of inquiries.


• Organize and assess mail to prioritize materials as well as to handle items that do not need the Superintendent's attention or draft replies to correspondence requests for information or reports.


• Collects analyzes and provides background information to the Superintendent for responses to inquiries from administrators, staff members, teachers, parents, or students.


• Plan, schedule and flexibly adjust the Superintendent's appointments in order to ensure priorities are addressed in a timely manner and balanced with ongoing responsibilities. In many cases, the Administrative Assistant is expected to coordinate with the CFO, Directors or other members of the Leadership Team to handle inquiries/concerns for which staff, community members or parents are requesting appointments.


• Prepare administrator, coordinator and director contracts for both certified and classified administrators when requested as well as assist the Superintendent and his/her designee with Administrator evaluation including management of records and distribution to appropriate departments and files.


• Train and supervise other support staff as needed; including providing real time training to other members of the support staff.


• Provides historical reference by providing and utilizing filing and retrieval systems' recording meetings discussions and collecting and organizing information in an efficient system.


• Handle a wide variety of complex and confidential situations and resolve conflicts.


• Plan meeting arrangements, details and ensures implementation of a successful meeting including follow up with all documents and communications from the meeting.


• Draft the annual Superintendent's Budget and manage budget including tracking expenditures and providing ongoing reports/analysis.


• Ensure secure and professional handling of confidential and time sensitive material.


• Prioritize tasks in relation to strategic work and goals and flexibly respond to changing needs in a fast paced environment.


• Support the development, revision and implementation of Board Policies and Administrative Guidelines.


• Other duties as assigned by the Superintendent or his/her designee.

Key Qualifications

• Bachelor's Degree or higher preferred; Associates Degree or extensive experience considered.


• Five (5) years or more of experience


• Experience in Education, Corporate, Government or other settings supporting organizational leadership such as Superintendent, Chief Executive Officer, Board, Trustees or other Senior Level Management is strongly preferred.


• Excellent verbal communication and writing skills.
  Self motivated with the ability to work with little direction.


• Creative and proactive in the development of ideas to advance the district's statement of purpose.


• Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

Knowledge, Skills and Abilities (KSA)

• Demonstrated expertise will all tools in the Microsoft Office suite; including the following
  • Word processing, databases and presentations including embedding graphics
  • Spreadsheets including mathematical functions, charts,and graphs.


• Management of files with speed and accuracy in multiple software systems.


• Possess extensive skills in one or more of the following: professional writing, project management, event planning, training and/or office management.


• Ability to manage multiple projects and related documents.


• Expertise in fostering and managing relationships across a variety of stakeholder groups.


• Ability to greet and respond to requests from professional staff and the general public, including managing complaint and conflict situations.


• Possess strong research skills and conduct research as required.


• Ability to handle confidential matters, set priorities and work well under pressure.


• Ability to give direction concerning operational procedures to support staff district wide.


• Ability to work collaboratively with and provide highly professional positive customer service to all constituents.


• Familiarity with or ability to learn education concepts, policies, practices, procedures, legislation and state regulations.

CONDUCT

Each staff member shall remain free of any alcohol or non-prescribed controlled substance and abuse of any prescribed controlled substance in the workplace throughout his/her employment in the District. Each staff member shall serve as a role model for students in how to conduct themselves as citizens and as responsible, intelligent human beings. Each staff member has a legal responsibility to help instill in students the belief in and practice of ethical principles and democratic values.

EVALUATION

Annually

TERMS OF EMPLOYMENT

• Serve as an exempt non-teaching employee for 260 days for 8 hours per day excluding lunch, holidays, 20 days of approved vacation, and 3 personal days annually. Salary range of $75,000-$90,000; placement commensurate with proven experience and skills based upon job qualifications and performance responsibilities outlined herein. Work year to be established by the Superintendent. Daily hours, unless otherwise directed by District needs, shall generally be 7:45 a.m. 4:15 p.m. with a 30-minute unpaid lunch with ability to work flexible hours out of regular business hours as necessary to support the Superintendent.
  The Board of Education does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, religion, military status ancestry, genetic information (collectively, "Protected Classes"), or any other legally protected category, in its programs and activities, including employment opportunities.