Executive Assistant

Sylvania; Fredericksburg (VA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance contribution

Free Employee Assistance Program

Affordable daycare for employees

Job summary

Sylvania in Fredericksburg, Virginia, is seeking a skilled clerical professional to support the superintendent's office. This role demands a high school diploma and at least 3 years of secretarial experience. Responsibilities include organizing board agendas, recording meeting minutes, and managing communications. Successful candidates will have strong organizational and interpersonal skills, with proficiency in office software. Benefits include a monthly contribution towards health insurance and access to a free Employee Assistance Program.

Qualifications

• 3 years or more advanced secretarial experience.
• Ability to read and comprehend instructions.
• Ability to multi-task numerous complex administrative activities.

Responsibilities

• Organize and prepare official board agenda and records.
• Record minutes of executive staff meetings.
• Prepare correspondence for superintendent.

Skills

Knowledge of school district organization

Excellent public relations skills

Ability to use software for spreadsheets

Spanish language proficiency

Education

High school diploma or GED

Tools

Standard office equipment

Job description

Primary Purpose

Work under minimum supervision to ensure the efficient operation of the superintendent’s office and provide clerical services to the superintendent, board of trustees, and cabinet-level administrators. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills: Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, short correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities
• Spanish language proficiency is a plus.
• Experience: 3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
2. Record minutes of executive staff and board meetings as required.
3. Prepare all correspondence, memoranda, and reports for superintendent.
4. Comply with policies established by federal and state laws and regulations, and local board policy.

Reception and Phones

1. Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
2. Schedule appointments and maintain superintendent’s calendar.

Other

• Ability to work collaboratively and maintain a professional relationship with all colleagues.
• Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities

None

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Work days: 225. FISD pays $365 a month towards TRS Health Insurance. FISD offers a free Employee Assistance Program. FISD has affordable day care for employees. You can earn up to 5 local and 5 state days if you start at the beginning of the school year.

Applicants for all positions are considered without regard to race, color, sex (including pregnancy, sexual orientation or gender identity), national origin, religion, age, disability, genetic information, veteran or military status, or another legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

In accordance with Title IX, the district does not discriminate on the basis of sex and is required not to discriminate on the basis of sex in its educational programs or activities. The requirement not to discriminate extends to employment. Inquiries about the application of Title IX may be referred to the district’s Title IX coordinator, to the Assistant Secretary for Civil Rights of the Department of Education, or both. Inquiries about the application of Title IX to employment should be referred to the Title IX Coordinator, (FISD Superintendent, 110 W Travis Street, 830‑997‑9551).