Senior Executive Assistant

Saint Paul Public Schools; Saint Paul (MN); On-site; USD 90,000 - 120,000; Full time

Job summary

Saint Paul Public Schools seeks a Senior Executive Officer of Equity, Strategy and Innovation to lead district‑wide equity initiatives and drive transformative change. The role provides high‑level executive support, strategic coordination across departments, and data‑driven decision‑making to ensure all students, families, and staff can thrive.

You will manage complex calendars, communications, and projects for two SEO roles, collaborating with Board members, community partners, and government

Qualifications

• Bachelor's degree and 3+ years of administrative or executive support experience.
• Experience supporting senior leaders in a complex org.
• Proficiency with Microsoft Office Suite (Word/Excel/PowerPoint/Outlook).
• Ability to manage multiple priorities and deadlines.
• Experience handling confidential information with discretion.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative and operational support to the Senior Executive Officer of Equity, Strategy and Innovation and SEO of Human Resources.
• Anticipate needs and organize information, materials, and follow‑ups for effective decision‑making.
• Prepare executives for meetings with agendas, briefing materials, reports, and talking points.
• Track commitments, deadlines, and follow‑ups; communicate status as appropriate.
• Coordinate travel arrangements and reconcile expenses.
• Triage communications and serve as liaison with District departments and external partners.

Skills

Microsoft Office

Communication skills

Prioritization

Data analysis

Executive support

Project coordination

Education

Bachelor's degree

Tools

BI tools

District systems

Job description

Are you a visionary leader passionate about creating equitable opportunities and driving transformative change in education? We are seeking a dynamic Senior Executive Officer, Equity Strategy & Innovation to join our team and play a pivotal role in shaping a school district where every student, family, and staff member can thrive.

This posting will remain open until filled.

Position Summary

Provides comprehensive executive, administrative, operational, analytical, and project support to the Senior Executive Officer of Equity, Strategy and Innovation and the Senior Executive Human Resources Officer. Coordinates complex schedules, communications, meetings, projects, records, reports, and administrative functions while providing data and budget analysis to support executive decision-making. Serves as a liaison with District departments, employees, community members, external agencies, and other stakeholders; exercises independent judgment in prioritizing requests, resolving issues, and coordinating follow-up. Requires extensive knowledge of District operations, policies, and procedures and a high level of professionalism, discretion, confidentiality, initiative, and organizational skill.

Reporting Relationship

Reports to the Senior Executive Officer (SEO) of Human Resources and the Senior Executive Officer (SEO) of Equity, Strategy and Innovation.

Minimum Qualifications

• Bachelor's degree; and
• Three years of progressively responsible administrative, executive support, program support, or related professional experience.
• Demonstrated experience providing administrative support to senior-level administrators or leaders in a complex organization.
• Demonstrated proficiency with Microsoft Office Suite or comparable productivity applications, including word processing, spreadsheets, presentations, email, and calendaring.
• Demonstrated experience managing multiple priorities, coordinating schedules and meetings, and meeting established deadlines.
• Demonstrated experience preparing professional correspondence, reports, presentations, spreadsheets, and other business documents.
• Demonstrated experience handling confidential or sensitive information with discretion a large urban school district, public-sector, governmental, educational, or similarly complex organization and appropriate judgment.
• Demonstrated ability to communicate effectively, both orally and in writing.

Preferred Qualifications

• Five or more years of progressively responsible administrative or executive support experience, including experience supporting cabinet-level, executive, or senior organizational leaders.
• Experience supporting two or more senior executives with competing priorities and complex schedules.
• Experience with budget monitoring, bookkeeping, financial reporting, or data analysis.
• Experience conducting research and preparing analytical reports, executive briefings, recommendations, or presentations.
• Experience coordinating or managing projects involving multiple departments or stakeholders.
• Experience supporting Board of Education, governing body, public meeting, or executive leadership processes.
• Experience with District or enterprise systems, databases, data reporting tools, or business intelligence applications.
• Experience working with human resources, equity, strategic planning, or organizational initiatives.

Responsibilities

The essential functions include, but are not limited to, the following fundamental duties:

Provide Executive Support

• Provide comprehensive administrative and operational support to the Senior Executive Officer of Equity, Strategy and Innovation and Senior Executive Officer of Human Resources.
• Anticipate the needs of the assigned executives and proactively organize information, materials, schedules, and follow‑up activities necessary to support effective decision‑making.
• Maintain awareness of District priorities, organizational initiatives, emerging issues, deadlines, and executive commitments and proactively identify matters requiring attention.
• Prepare the SEOs for meetings, presentations, appointments, public engagements, and other activities by assembling agendas, briefing materials, background information, reports, talking points, and other necessary documents.
• Track executive commitments, action items, deadlines, and follow‑up responsibilities and communicate status as appropriate.
• Monitor and coordinate completion of assignments delegated by the assigned executives.
• Provide continuity of administrative support across the executive offices and coordinate coverage during periods of absence or high workload.

Manage Executive Schedules and Priorities

• Manage and coordinate complex calendars and schedules including appointments, meetings, conferences, presentations, community engagements, and other commitments.
• Apply sound judgment in scheduling and sequencing activities based on organizational priorities, deadlines, competing demands, and emerging issues.
• Reorganize schedules and coordinate changes when urgent matters, crises, or changing priorities arise.
• Coordinate internal and external meetings involving senior administrators, Board members, community partners, government agencies, labor representatives, and other stakeholders, as appropriate.
• Coordinate leadership team and division staff meetings, including scheduling, agendas, materials, logistics, and follow‑up.
• Identify scheduling conflicts and recommend alternatives to maximize executive effectiveness.
• Coordinate travel arrangements, itineraries, registrations, accommodations, and related logistical needs when requested.
• Reconcile P‑Card transactions and supporting documentation for assigned SEO expenses in accordance with District requirements.

Coordinate Executive Communications

• Serve as a primary point of contact for the assigned SEOs and triage incoming communications, requests, concerns, and inquiries.
• Review and prioritize voicemail, email, correspondence, and other communications requiring executive attention.
• Determine which matters require immediate attention, which can be resolved administratively, and which should be referred to another administrator or department.
• Draft correspondence, responses, talking points, memoranda, announcements, and other communications for review or approval by the appropriate executive.
• Respond to routine inquiries on behalf of the assigned executives within established authority.
• Conduct follow‑up calls and communications to obtain information, resolve routine issues, and ensure completion of requested actions.
• Coordinate responses to inquiries from employees, families, community members, elected officials, agencies, organizations, and other stakeholders.
• Ensure communications are accurate, timely, professional, accessible, and consistent with District expectations.
• Serve as a liaison between the assigned executives and District departments, schools, administrators, employees, community organizations, government agencies, consultants, and other external partners.
• Facilitate the exchange of information and coordinate responses among departments and stakeholders.
• Explain or communicate District processes, procedures, and administrative requirements within the scope of assigned responsibilities.
• Direct individuals and organizations to the appropriate District department or administrator when matters fall outside the authority of the executive office.
• Develop and maintain effective working relationships across organizational levels while exercising appropriate discretion and professional boundaries.

Essential Functions

Essential functions are job duties that the individual holding the position must be able to perform unaided or with the assistance of a reasonable accommodation through the Americans with Disability Act (ADA) and the Americans with Disability Amendments Act (ADAAA). The essential functions are typical duties as outlined under Responsibilities.

Regular and reliable attendance.

May be exposed to various cleaning products.

Saint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment,

Equity Statement

SPPS is committed to an equitable workforce where all employees represent this commitment through equitable practices in their job position.