Executive Administrative Assistant to the Division Superintendent

Serves as the executive administrative assistant to the Division Superintendent; relieves executive of routine and complex administrative tasks and ensures smooth and efficient administrative operation of the executive's office; sets daily priorities based on knowledge of the overall functions in the highly visible office, requiring confidentiality and independent decision making.

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

• Any combination of education and experience equivalent to an associate degree.
• Five (5) years of experience in administrative assistance, three (3) years of which shall have been at the administrative assistant III level or above.
  • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of, or interest in, issues affecting education.
• Knowledge of the functions of the school division and its operating procedures.
• Analytical and organizational skills.
• Proficiency in the use of office technology.
• Proficiency in business English, grammar, spelling, and punctuation.
• Good judgment and initiative.
• Ability to function with a high degree of confidentiality, independence, and decision making.
• Ability to develop and maintain effective working relationships with all levels of internal and external stakeholders.
• Ability to communicate effectively, both orally and in writing.

1. Manages the Division Superintendent's administrative office and ensures that practices and procedures used in subordinate offices are consistent with those of the Division Superintendent's office.
2. Serves as an executive administrative assistant for the Division Superintendent, maintaining the highest levels of confidentiality and exercising independent decision making.
3. Prepares agendas, assists in conducting meetings, and coordinates professional development of Leadership Team administrative assistants to exchange information on all phases of office work.
4. Responds to technical and nontechnical inquiries and administrative problems brought to the Division Superintendent by the School Board, Board of Supervisors, staff, the general public, and federal/state/local government officials.
5. Notifies the appropriate Leadership Team member of the need for information or recommendations and prepares nontechnical responses or follows up to ensure a timely response by others.
6. Exercises control over the Division Superintendent's appointments with authority for commitment of time.
7. Screens all calls and visitors, answering questions and completing business involving established policy or routine and complex matters without referring to the Division Superintendent.
8. Receives all correspondence for the Division Superintendent and replies to those inquiries not requiring the Division Superintendent's attention.
9. Routes matters requiring action by Leadership Team members.
10. Follows up and guides Leadership Team to ensure that actions are completed.
11. Screens all correspondence prepared for the Division Superintendent's signature for clarity, completeness of reply, and grammatical and procedural correctness.
12. Returns inadequate submissions for revision.
13. Arranges conferences for the Division Superintendent and, at the request of Leadership Team members, for meetings to be held locally.
14. Attends and records the minutes of meetings; provides summaries, as needed.
15. Checks to ensure that commitments made at the meetings are met and keeps the Division Superintendent informed.
16. May take dictation and transcribe from dictating equipment.
17. Produces correspondence, reports, charts, presentations, and other materials using information management software to enter, edit, print, and file information.
18. Makes travel arrangements.
19. May perform financial duties associated with budget management, purchasing, record-keeping, and reconciliation of financial reports.
20. Works a schedule that may vary weekly depending on needs of the Division Superintendent.
21. Performs related duties as required or assigned.