Reading Public Schools proudly serves 4,000 students throughout nine schools. We are committed to meeting the needs of our learners and ensuring each has meaningful learning experiences in academics, health and wellness, the arts, community service, co-curricular activities, and athletics. We strive to instill a joy of learning by inspiring, engaging and supporting our youth to become the innovative leaders of tomorrow.
Reporting to the Superintendent, the Executive Assistant will coordinate office activities and operations while providing complex and confidential high-level administrative support to the Superintendent, Central Office leadership team, and School Committee. This position will communicate information on behalf of the Superintendent and act as a liaison between the Superintendent, School Committee, staff, and the public to provide information.
** This is a full year position working Monday through Friday from 8am-4pm with occasional overtime required**
Duties/Responsibilities in Support of the Superintendent and Central Office Leadership Team:
- Act as the primary point of contact for internal and external questions and/or requests ensuring all inquiries are resolved or referred to the appropriate team member
- Provide high-level administrative support and assistance to the Superintendent, Central Office leadership team, and School Committee
- Manage all incoming and outgoing communications and greet all visitors to the Central Office
- Acts as an advisor and gatekeeper between the Central Office leadership team and other stakeholders
- Organize and prioritize critical issues and required information for the Superintendent and leadership team to facilitate effective decision making
- Develop and maintain effective communication and working relationships with all contacts, internal and external, including regular communication with the School Committee
- Responsible for the coordination of all office activities and operations of the Central Office which includes maintaining office supplies, equipment, and metered postage; preparing agendas; making travel arrangements; assisting with calendar management for senior leadership team; overseeing District website; ensuring proper retention of records, documentation, and files
- Schedule all appointments, meetings, and events with appropriate logistics (i.e., food, space), ensuring accuracy and excellent customer service
- Conduct a daily calendar review to ensure all details are complete and accurate. Conduct proactive longer-term calendar reviews (1 to 2 weeks in advance) to proactively resolve problems and ensure best use of time
- Receive incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff
- Maintain accurate student enrollment numbers and oversees the kindergarten registration and assignments for new student registration process.
- Coordinate transportation for school district which includes determining eligibility, managing bus fees, and working with bus company on routes
- Track, maintain, and reconcile full day kindergarten and RISE Preschool tuition payment information including follow up with families on missing payments.
- Research, compile, and analyze data for the purpose of providing information, recommendations and/or addressing a variety of administrative requirements while ensuring compliance with financial, legal, and/or administrative requirements
- Perform projects and other duties as assigned
Duties/Responsibilities in Support of the School Committee:
- Attends School Committee meetings; develop meeting agendas in consultation with the Superintendent and Chair of the School Committee; prepare reports and packets for the meetings; take minutes at all School Committee meetings; update items needing to be addressed from previous meetings; and assist the Committee in all administrative aspects of their duties
- Create various permanent records, primarily, but not limited to, agendas and minutes of all public meetings and executive sessions of the School Committee. The administrative assistant must be available to attend all School Committee meetings to their full completion and maintain a reasonable flexibility to attend meetings based on the needs of the Committee and/or Superintendent.
- Maintain the official minutes of the School Committee meetings and manage all official committee records, including updates to the Committee meeting schedule and member roster.
- Prepare and distribute electronic packets to the Committee and appropriate staff.
- Prepare all correspondence to/from the Committee as directed by the Superintendent or Chairperson.
- Maintain the School Committee Policy Manual
This is a highly confidential, non-union position.
Required Skills/Abilities:
- Ability to use and apply discretion to maintain a high level of confidentiality and discretion
- Proven ability to work independently and collaboratively, and is sensitive and responsive to the needs of diverse constituencies is required
- Excellent verbal and written communication skills
- Strong time management and organizational skills; attention to detail; ability to multi-task, self-motivated, and regularly reassess priorities; and ability to work under pressure and manage stress
- Ability to clearly interpret complex scenarios and prioritize effectively
- Creative problem-solving skills with the ability to quickly identify, recommend, and implement solutions
- Proficient with Microsoft Office Suite or related software
Minimum Qualifications: 2 years of administrative experience or an equivalent combination of education and experience.
Physical Requirements:
- Prolonged periods sitting at a desk and work/type on a computer
- Must be able to lift up to 15 pounds at times