Job Description

    Executive Assistant to the Superintendent and Governing Board JobID: 2821
  • Position Type:
    Administration - District Based

  • Date Posted:
    4/3/2025

  • Location:
    District Office

  • Closing Date:
    UNTIL FILLED

    •   Additional Information:
    TITLE: Executive Assistant to the Superintendent and Governing Board

    CLASSIFICATION: District Office Administrator – Supervisor

    REPORTS TO: Superintendent

    SUMMARY: The Executive Assistant to the Superintendent and Governing Board is a stand-alone position in the Superintendent’s Office that works directly for, or on behalf of, the Superintendent and the Governing Board and serves as a communication link and representative of the Superintendent’s Office and Governing Board. The Executive Assistant is responsible for serving as the executive and technical assistant in implementing and administering Governing Board policy, district procedures, rules, and regulations.

    PERFORMANCE RESPONSIBILITIES:
    1. Manages the day-to-day operations of the Superintendent’s Office.
    2. Coordinates communications and workflow within the office and throughout departments and school offices, ensuring efficient processes.
    3. Establishes procedures for completing tasks and ensures compliance with deadlines.
    4. Tracks and manages the Superintendent’s Office budget, including procurement and expenditures.
    5. Organizes and coordinates Governing Board activities, including agenda planning and preparation and travel arrangements.
    6. Prepares, assembles, posts, and distributes Board agenda packets.
    7. Attends Board meetings and sub-committee meetings as assigned.
    8. Takes, transcribes, and publishes meeting minutes in compliance with public records requirements.
    9. Maintains legal records related to Board actions and ensures compliance with notification, execution and publication requirements.
    10. Serves as the first point of contact for the Superintendent’s Office and Governing Board.
    11. Responds to concerns from the community, parents, and students in alignment with District policies and procedures.
    12. Tracking and managing the work of the Board to ensure all Board members are prepared and informed to accomplish Board work.
    13. Routes inquiries to the appropriate departments or personnel and follows up to ensure resolution.
    14. Determines when concerns need to be escalated and ensures timely resolution.
    15. Manages the Superintendent’s calendar, scheduling meetings and events efficiently.
    16. Coordinates travel arrangements and processes necessary documentation.
    17. Drafts, reviews, and distributes correspondence on behalf of the Superintendent and Board.
    18. Maintains filing systems and records in compliance with District policies and legal and confidentiality requirements.
    19. Researches, compiles, and analyzes data as needed.
    20. Prepares reports, presentations, and agenda materials.
    21. Ensures accuracy and completeness of reports, correspondence, and other documents.
    22. Oversees general administrative support tasks.
    23. Coordinates scheduling and logistics for office meetings, travel, and events.
    24. Ensures compliance with all public records requirements and document retention policies.
    25. Manages projects as assigned by the Superintendent.
    26. Leads and organizes professional development for District and campus Administrative Assistants and Office Managers.
    27. Performs additional responsibilities as assigned to support the Superintendent’s Office and Governing Board functions.
    EDUCATION:
    Bachelor’s Degree in business administration or related field preferred

    EXPERIENCE:
    • 5 years of experience providing executive support requiring a high level of confidentiality and independent judgment.
    • Experience in an educational environment or other public sector experience is preferred; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
    • Experience managing projects and leading others.

    SKILLS/KNOWLEDGE/ABILITIES:
    • Knowledge of federal, state, and local laws, regulations, district policies, and school requirements.
    • Ability to organize, prioritize, assign, and monitor work while managing multiple deadlines.
    • Ability to anticipate the needs of the Board and the Superintendent to ensure District operates smoothly.
    • Skill in coaching, training, and leading staff to improve efficiency and performance.
    • Proficiency in budget administration, procurement, and financial reporting.
    • Understanding of public sector governance, board processes, and agenda management.
    • Expertise in qualitative and quantitative research, data analysis, and critical thinking.
    • Strong communication skills for preparing reports, presentations, and public information management.
    • Proficiency in excel/numbers and powerpoint/keynote, and aptitude to learn other software and technology frequently utilized in high level administrative positions and project management.
    • Strong customer service, problem-solving, and stakeholder engagement skills.
    • Ability to build and maintain professional relationships with tact, diplomacy, and patience.

    WORKING CONDITIONS:
    The working environment is the normal office setting.

    TERMS OF EMPLOYMENT:
    Twelve-month year, District Office Administrator, employee benefits in accordance with Board policies.

    EVALUATION:
    Performance to be evaluated in accordance with Board policy on evaluation of classified staff.




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