Executive Assistant to Superintendent
About the position The Executive Assistant to the Superintendent plays a crucial role in ensuring the smooth and efficient operation of the Superintendent's office. This position involves performing a variety of secretarial and administrative duties, supporting the Superintendent in managing their calendar, communications, and public records, while also maintaining confidentiality and professionalism in all interactions. Responsibilities ? Serve as administrative assistant to the Superintendent by planning, initiating and carrying to completion secretarial and administrative activities. , ? Maintain Superintendent's calendar including appointments, travel, deadlines and commitments. , ? Develop materials for Superintendent's use for presentations, conferences and workshops. , ? Compile background data and information on issues and/or topics as requested by the Superintendent. , ? Respond to any correspondence as directed by the Superintendent. , ? Maintain Superintendent's files. , ? Serve as the District's Public Records Liaison Officer. , ? Prepare, advertise, disseminate and keep accurate records of approved School Board policies. , ? Be fully aware of, and fluent in all legislative action affecting JCSB rules, policies and procedures. , ? Initiate, prepare and maintain all bonds for Superintendent and Board members. , ? Coordinate responses to public records requests. , ? Manage public record retention schedules according to State Statute and purge/destroy records when applicable. , ? Prepare bid paperwork, advertise bids and manage bid openings for capital outlay projects and fuel products for the District. , ? Communicate with Board members and district and school administrators concerning Board meetings, official functions, meetings and any other pertinent information. , ? Assist Board members as directed by Superintendent. , ? Attend and take minutes of staff meetings and other meetings in order to maintain a proper record for communication, documentation and audit purposes. , ? Receive and route telephone calls, answer questions which may involve interpretation of policies and procedures and operation of the District. , ? Receive, log and route all mail and electronic communications received by the Superintendent's office. , ? Keep the Superintendent informed of potential problems or unusual events. , ? Maintain effective working relationships with Board members, District and school personnel, parents, media representatives and the general public. , ? Assist in training and supervising any District clerical personnel assigned to the Superintendent's office. , ? Participate in workshops and training sessions to keep up-to-date and enhance skills and knowledge. , ? Respond to requests from the public as directed by the Superintendent. , ? Prepare required reports and maintain all appropriate records. Requirements ? High School Diploma or equivalent. , ? Minimum of five (5) years responsible experience in complex secretarial work or a combination of training and experience. , ? Ability to take and transcribe dictation accurately. , ? Proficient in word processing skills and electronic equipment experience. , ? Extensive knowledge of the organization, operation, program and goals of the district. , ? Knowledge of federal, state and district rules, regulations and policies. , ? Considerable knowledge of office practices and procedures and operation of office equipment. , ? Good oral and written communication skills. , ? Ability to exercise independent judgment in assigned duties and deal effectively with District personnel and the general public. , ? Ability to utilize the computer for word processing and other functions. , ? Ability to schedule time and handle multiple tasks in stressful situations. Nice-to-haves Benefits ? Health insurance , ? Dental insurance , ? Vision insurance , ? Life insurance , ? Retirement plan Apply Job!