Superintendent's Executive Assistant (Confidential/Non-Rep)
Confidential executive-level administrative support role for superintendent and district leadership
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About Our Organization
We are committed to providing exceptional educational services and creating a positive learning environment for our students, staff, and community. Our organization values integrity, collaboration, innovation, and a commitment to excellence in everything we do.
Position Overview
The Superintendent's Executive Assistant provides high-level administrative support to the Superintendent and district leadership team. This confidential, non-represented position requires exceptional discretion, organizational skills, and the ability to handle sensitive information. The executive assistant manages complex schedules, coordinates board meetings, and supports district-wide initiatives while maintaining the highest level of professionalism and confidentiality.
Responsibilities
Executive Administrative Support
- Provide comprehensive administrative support to the Superintendent
- Manage complex calendars, schedule meetings, and coordinate appointments
- Prepare and distribute correspondence, reports, and district communications
- Screen calls, emails, and visitors, prioritizing and routing appropriately
- Coordinate travel arrangements and conference registrations
- Maintain confidential files and records for district leadership
Board Meeting & Policy Support
- Prepare and distribute board meeting agendas and materials
- Attend board meetings and record minutes as assigned
- Coordinate board meeting logistics and facilities
- Assist with policy development, review, and documentation
- Maintain board policy manuals and ensure current versions are available
- Coordinate with board members regarding meetings and communications
District Coordination
- Coordinate district-wide meetings, events, and initiatives
- Serve as liaison between Superintendent and district departments
- Coordinate with district office staff and school administrators
- Assist with district communications and public relations activities
- Support district-wide projects and special assignments
- Maintain district organizational charts and contact directories
Confidential Administration
- Handle highly confidential and sensitive information with discretion
- Process confidential personnel matters and legal documents
- Maintain confidentiality regarding district negotiations and strategic planning
- Assist with confidential investigations and legal matters as needed
- Ensure proper handling and security of confidential documents
- Support district leadership in confidential decision-making processes
Required Qualifications
- High school diploma or equivalent (minimum)
- Associate's degree in business administration, office management, or related field preferred
- Five or more years of executive-level administrative support experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
- Experience with board meeting coordination and minute-taking preferred
- Ability to pass background check and fingerprint clearance
- Exceptional organizational and time management skills
- Excellent written and verbal communication skills
- Ability to maintain strict confidentiality and handle sensitive information
- Professional discretion and diplomacy
- Ability to work independently and exercise sound judgment
Preferred Qualifications
- Bachelor's degree in business administration, communications, or related field
- Previous experience as an executive assistant in an educational setting
- Certified Administrative Professional (CAP) or Executive Assistant certification
- Experience supporting C-level executives or superintendents
- Advanced proficiency in Microsoft Office Suite and presentation software
- Knowledge of public education governance and board policies
- Experience with board meeting coordination and policy management
- Strong project management and coordination skills
- Notary public certification
- Experience with public relations and district communications
Skills & Competencies
- Exceptional organizational and time management abilities
- Advanced proficiency in Microsoft Office Suite and Google Workspace
- Strong written and verbal communication skills
- Professional discretion and ability to handle confidential information
- Executive-level customer service and diplomacy
- Ability to work independently and exercise sound judgment
- Problem-solving and decision-making skills
- Project management and coordination abilities
- Attention to detail and accuracy in all work
- Ability to multitask and prioritize competing demands
- Knowledge of board meeting procedures and policy management
- Understanding of public education governance and district operations
- Professional presentation and interpersonal skills
Work Environment
This position works primarily in the district office, providing direct support to the Superintendent and district leadership. The executive assistant works in a fast-paced environment with frequent interruptions and urgent matters requiring immediate attention. The role involves extensive interaction with board members, district administrators, and external stakeholders. The position requires the highest level of confidentiality and discretion when handling sensitive district information. The executive assistant must be able to work independently, exercise sound judgment, and maintain professionalism in all situations.
Physical Requirements
This position is primarily sedentary, requiring the ability to sit for extended periods (6-8 hours per day) while performing computer-based work. The role involves frequent use of computer keyboard, mouse, and telephone. Employees must have sufficient vision and hearing to perform essential job functions, including reading documents and communicating via phone and in person. The position requires manual dexterity for typing and handling documents. Occasional standing, walking, and lifting of light objects (up to 10 pounds) may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Benefits & Perks
Standard Benefits
We offer a comprehensive benefits package including medical, dental, and vision insurance, retirement plans, paid time off, holidays, and professional development opportunities. Additional benefits may vary based on employment status and location.
In Addition to Our Standard Benefits Package
Executive support staff receive:
- Professional development opportunities in executive support and leadership
- Competitive salary commensurate with executive-level responsibilities
- School calendar schedule with holidays and summers off (as applicable)
- Opportunities for advancement within district administration
- Experience working at the highest levels of district leadership
Legal & Compliance
Equal Opportunity Employer
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
At-Will Employment
This position is at-will, meaning either the employee or the employer may terminate employment at any time, with or without cause or notice, except as may be limited by applicable law or collective bargaining agreement.
Background Check Policy
All offers of employment are contingent upon successful completion of a background check, which may include criminal history, employment verification, and reference checks, as permitted by applicable law.