Executive Assistant to the Superintendent

Township High School District 211; Palatine (IL); On-site; USD 73,000 - 106,000; Full time

Job summary

Township High School District 211 in Palatine, Illinois, seeks an Executive Assistant to the Superintendent to manage the Superintendent's office and support district governance. The role oversees daily operations, calendars, correspondence, and meeting logistics, acting as liaison with district staff and external entities.

Candidates should have at least five years of executive assistant experience, an associate degree or equivalent, strong Microsoft Office and Google Workspace skills, and

Qualifications

• Associate's degree or equivalent experience in office management, business administration, or a related field (preferred)
• A minimum of five (5) years' successful executive level assistant experience, preferably in a school setting
• Exemplary knowledge of Microsoft Office suite and Google Workspace
• 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, including strong grammar, proofreading, and editing abilities to ensure accuracy and clarity in correspondence, reports, and official documents
• Excellent customer service, organization, prioritization, analytical, and interpersonal skills
• 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
• Familiarity with the Illinois Open Meetings Act, Freedom of Information Act, and applicable education laws (preferred)

Responsibilities

• Oversees the daily operations of the Superintendent's office, ensuring efficiency and organization.
• Serves as an initial point of contact and responds to various requests and inquiries from District employees and outside entities.
• Screens calls, visitors, and requests while exercising independent judgment regarding priorities and appropriate responses.
• Manages correspondence, including emails and mail, responding or directing inquiries as appropriate.
• 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, organizes, analyzes, and inputs large quantities of data (including confidential data) with speed and accuracy for a variety of regulatory, legal, and other purposes.
• Completes a high volume of computer-based work using specialized software and databases, sometimes with short timelines or to meet established deadlines.
• Prepares, edits, and formats high quality draft and finalized letters, memos, and other materials, ensuring completeness, accuracy, and compliance with laws, policies, and procedures.
• Engages in problem solving by analyzing situations and communicating effective solutions both verbally and in writing.
• Assists with budget management and purchasing, in compliance with established District procedures.

Skills

Executive level assistant experience

Communication skills

Discretion and confidentiality

Customer service

Attention to detail

Deadline-driven adaptability

Education

Associate's degree or equivalent experience in office management/business administration

Tools

Microsoft Office

Google Workspace

Diligent Community

Job description

• Associate's degree or equivalent experience in office management, business administration, or a related field (preferred)
• A minimum of five (5) years' successful executive level assistant experience, preferably in a school setting
• Exemplary knowledge of Microsoft Office suite and Google Workspace
• 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, including strong grammar, proofreading, and editing abilities to ensure accuracy and clarity in correspondence, reports, and official documents
• Excellent customer service, organization, prioritization, analytical, and interpersonal skills
• 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
• Familiarity with the Illinois Open Meetings Act, Freedom of Information Act, and applicable education laws (preferred)

Description

Executive Assistant to Superintendent

Qualifications

• Associate's degree or equivalent experience in office management, business administration, or a related field (preferred)
• A minimum of five (5) years' successful executive level assistant experience, preferably in a school setting
• Exemplary knowledge of Microsoft Office suite and Google Workspace
• 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, including strong grammar, proofreading, and editing abilities to ensure accuracy and clarity in correspondence, reports, and official documents
• Excellent customer service, organization, prioritization, analytical, and interpersonal skills
• 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
• Familiarity with the Illinois Open Meetings Act, Freedom of Information Act, and applicable education laws (preferred)

Performance Responsibilities

Superintendent's Office Management

• Oversees the daily operations of the Superintendent's office, ensuring efficiency and organization.
• Serves as an initial point of contact and responds to various requests and inquiries from District employees and outside entities.
• Screens calls, visitors, and requests while exercising independent judgment regarding priorities and appropriate responses.
• Manages correspondence, including emails and mail, responding or directing inquiries as appropriate.
• 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, organizes, analyzes, and inputs large quantities of data (including confidential data) with speed and accuracy for a variety of regulatory, legal, and other purposes.
• Completes a high volume of computer-based work using specialized software and databases, sometimes with short timelines or to meet established deadlines.
• Prepares, edits, and formats high quality draft and finalized letters, memos, and other materials, ensuring completeness, accuracy, and compliance with laws, policies, and procedures.
• Engages in problem solving by analyzing situations and communicating effective solutions both verbally and in writing.
• Assists with budget management and purchasing, in compliance with established District procedures.

Board of Education Support

• Serves as liaison between the Board of Education, Superintendent, and district administrators, and community members.
• Assists with coordination of Board of Education meetings, as needed.
• Assists with the preparation of Board meeting agendas in collaboration with the Superintendent and other designated officials.
• Compiles, proofreads, and assists with the distribution of Board agenda materials within established timelines.
• Assists with the preparation and processing of Board resolutions, legal notices, oaths of office, election documents, and official certifications.
• Serves as backup Recording Secretary for the Board of Education, as delegated.
• When the primary Recording Secretary is unavailable, attends Board meetings, records official proceedings, prepares accurate meeting minutes, and maintains official Board records.
• Complies with the Illinois Open Meetings Act (OMA), Freedom of Information Act (FOIA), Local Records Act, and Board policies.

Other Responsibilities

• 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.
• Performs other related duties as assigned.

Selection Procedure

Skills test may be administered as part of the candidate selection process.

Salary Range

$73,000 to $106,000

Benefits

Benefits for exempt office workers follow the same benefit package as Support Staff Contract Benefits

Candidates May Contact

Candidates may contact Superintendent Dr. Campbell at [e-mail]