Executive Assistant to the Superintendent

Portage Public Schools; Portage (MI); Hybrid; USD 45,000 - 70,000; Full time

Job summary

Portage Public Schools District in Portage, MI seeks an Executive Assistant to the Superintendent to provide high-level staff support, manage calendars, coordinate meetings, arrange travel, prepare agendas and documents, and assist with special projects.

The role supports Board of Education trustees, acts as recording secretary, handles confidential materials, budgets, and participates in strategic initiatives with strong organizational and communication skills required.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Progressively responsible administrative experience in education settings desirable.
• Notary Public certification preferred or ability to obtain.

Responsibilities

• Provide high-level administrative support to the Superintendent, including calendar management, meeting coordination, travel arrangements, presentations, agendas, correspondence, and project support.
• Manage the flow of information to and from the Superintendent's Office, including confidential materials.
• Serve as liaison among district administrators, staff, community members, and external organizations.
• Support Board of Education operations: agendas, materials, meetings, and minutes; recording secretary duties.
• Prepare resolutions and official documentation; track and maintain meeting records.

Skills

Discretion & judgment

Communication skills

Multitasking

Independent work

Proactive planning

Education

High school diploma or equivalent

Associate's degree preferred

Notary Public Certification preferred

Tools

Microsoft Office

Google Workspace

BoardBook Premier

NEOLA policy publishing tool

Job description

Executive Assistant to the Superintendent

Portage Public Schools District

2026-27 School Year

Job Summary:

This position is responsible for providing staff support to the Superintendent and conducts special administrative projects. The position is responsible for providing staff support to Board of Education trustees, serves as the Board's recording secretary.

Essential Duties and Responsibilities:

• Provide high-level administrative support to the Superintendent, including calendar management, meeting coordination, travel arrangements, presentations, agendas, correspondence, and project support.
• Manage the flow of information to and from the Superintendent's Office, including correspondence, reports, and confidential materials.
• Exercise discretion and sound judgment in handling sensitive and time-sensitive information.
• Maintain District policies, administrative guidelines, and Board governance documents.
• Serve as a liaison among District administrators, staff, community members, and external organizations.
• Support Board of Education operations by:
• Managing, preparing, reviewing, formatting, publishing, and distributing meeting agendas and materials.
• Coordinating Board and committee meetings.
• Serving as Recording Secretary.
• Preparing resolutions and official documentation.
• Recording and maintaining meeting minutes.
• Scheduling meetings and supporting trustee activities.
• Complete special projects and administrative assignments for the Superintendent.
• Assist with strategic planning, continuous improvement initiatives.
• Manage Superintendent's Office and Board of Education budgets, including purchase orders, account tracking, and reconciliations.
• Support the District’s Emergency Operations Plan and serve on the Administration Building Crisis Team.
• Provide administrative support for student due process hearings.
• Maintain effective communication and collaborative working relationships with District staff and administrators.
• Participate on District committees and represent the District as assigned by the Superintendent.
• Track residential growth within the District and communicate relevant information to District Administration.
• Serve as liaison between the Superintendent and PTO officers across District buildings.
• Support the processing and maintenance of student transfer records, student releases, and related correspondence.
• Serve as the primary contact for foreign exchange student inquiries.
• Perform other duties as assigned.
• Maintain regular and consistent attendance.
• Comply with all District policies and procedures outlined in the Employee Handbook.

The above duties and responsibilities are intended to be representative of the nature of the work by this position. The listing is not all-inclusive.

Qualifications:

• High school diploma, GED, or equivalent required.
• Associate's degree preferred in education, business, office or public administration, communications, or a related field.
• Notary Public Certification preferred or ability to obtain certification.
• Progressively responsible administrative experience required, including direct support of executive-level leadership; experience supporting senior leadership in a school district or educational setting preferred.
• Strong technology proficiency and advanced document management skills, including Microsoft Office, Google Workspace, BoardBook Premier, and NEOLA's policy publishing tool.
• Excellent verbal, written, organizational, and interpersonal communication skills.
• Ability to manage multiple priorities with professionalism, discretion, flexibility, and attention to detail.
• Ability to work independently, anticipate needs, and plan proactively with minimal supervision.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PPS is an Equal Opportunity Employer.

Notice of Non-Discrimination:

The Board of Education does not discriminate on the basis of race, color, national origin, sex(including sexual orientation andgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category, (collectively, "Protected Classes"), in its programs and activities, including employment opportunities. The following positions at Portage Public Schools have been designated to handle inquiries regarding the nondiscrimination policy: Human Resources Director Jennifer Meisterheim and Assistant Superintendent of Operations Russell Gerbers. Contact information: 269-323-5000, 8107 Mustang Drive, Portage, Mi 49002