Executive Administrative Assistant to the Superintendent

WINDHAM SOUTHWEST SUPERVISORY UNION
JOB DESCRIPTION

Job Title: Executive Assistant to the Superintendent
Position Status: Up to 40 hours per week – Year round
Reports to: Superintendent
Level: Executive Assistant
Date: September 2022

FLSA Status: Non-Exempt

The Executive Assistant to the Superintendent of Schools and is responsible to assist with projects and tasks associated with supporting the effective performance of duties of the Superintendent. The projects are varied, complex, and creative as they involve the intersection of business, law, public relations, communication, psychology, education, and policy. This position requires the ability to effectively and independently manage multiple projects simultaneously, often under time constraints. This position involves the completion of administrative tasks, often in connection with members of the public, necessitating superior judgment, tact, and discretion. This position requires exquisite attention to detail and a commitment to accuracy.

Core Responsibilities:

1. Prepares all materials for the Board, including materials for regular and special meetings;
2. Facilitates and screens internal and external appointments, schedules and coordinates meetings;
3. Receives telephone and in-person callers, maintaining a helpful, positive demeanor. Uses judgment to determine those which are to be handled by the Superintendent personally, as well as those delegated to another department. Makes referrals as appropriate, answers general questions, including those requiring research or technical knowledge;

4. Initiates and/or drafts, prepares, and distributes a variety of documents, including but not limited to letters, memos, e-mails, acknowledgments, notices to staff, forms, and reports

5. Maintains current policies and procedures;
6. Provides general support for the coordination of community relations; press releases, brochures, and flyers as needed;
7. Advises the Superintendent immediately of the existence of any problems deemed to warrant prompt attention, advice, or intervention;
8. Reviews and compiles data and information from a wide variety of diversified sources (e.g. media, newsletters, websites of community and government agencies, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for the Superintendent;

9. Coordinates a wide variety of activities, and/or events the Superintendent and/or Board are hosting (e.g. meetings, retreats, luncheons, community gatherings, etc.);

10. Maintains a wide variety of complex electronic documents, files, and records (e.g. contacts, timesheets, legislative information, databases, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with related laws;

11. Schedules a wide variety of activities (e.g. appointments, meetings, reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for the Superintendent, and/or board members;

12. Keeps abreast of outstanding achievements by students and staff requiring recognition by the Superintendent;

13. Monitors and assists the Superintendent in the application process for provisional/emergency licenses on the behalf of educators, and maintains accurate information on licensure status for all educators throughout the WSWSU;

14. Maintains effective communication with all stakeholder groups to facilitate cooperation regarding mutual concerns;

15. Participates in meetings, workshops, and/or training as requested, for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees;

16. Provides Superintendent web page monitoring and routine updating;
17. Coordinates and publishes the school calendar;
18. Performs special assignments and other duties as determined by the Superintendent.

Qualifications:

● Any combination of education experience equivalent to graduation from an accredited college and/or business school, ideally with an emphasis in Business Administration, Communications, Public Relations, Education, or Law; or more than three (3) years of progressively responsible project management or executive assistant experience;

● Exceptional organizational and business/office skills;
● Excellent interpersonal relationship and collaboration skills;
● Strong computer skills including proficiency at Microsoft Office Suite and Google Workspace;
● Ability to perform a variety of daily tasks in a timely manner;
● Must be willing to occasionally modify hours and to work additional days/hours as the job may require.

Required Skills and Abilities of the Executive Assistant to the Superintendent:

● LANGUAGE – Must be able to communicate effectively, both oral and written. Ability to read and interpret legal documents, policies, and state statutes. Ability to write clearly and concisely with an emphasis on proper English grammar, vocabulary, spelling, and punctuation. Ability to speak effectively.

● WRITING – Must have strong writing and editing skills. Ability to draft complex documents and transcribe dictation with accuracy. Interpret procedures and be able to prepare drafts of new, more efficient procedures, when directed. Assemble complex data and information into thorough reports.

● TECHNOLOGY – Expert use of Microsoft Office Suite and Google Workspace. Produce accurate written and tech-savvy materials in proper format and with efficiency.

● REASONING – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations and be sensitive and responsive to the political nature of the Office of the
Superintendent. Perform work requiring independent judgment with speed and accuracy.

● ORGANIZATION – Ability to organize ideas, time, materials, and space with attention to details to accomplish goals and meet deadlines. Prioritize effectively and manage multiple projects to meet specific deadlines.

● SOCIAL – Exercise mature judgment and diplomacy in dealing with complaints and concerns from members of the public. Must be able to promote good relationships internally and perform all duties with professional tact and courtesy.

● CONFIDENTIALITY – Ability to maintain a strict, high-level of confidentiality.

Tools and Technology Used:

● Google Workspace;
● Microsoft Office/365;
● Windows 10 OS;
● Copier/Fax machine & Desk telephone;
● Indeed/Schoolspring or other job posting sites;
● Projectors and other meeting facilitation equipment.

Physical/Mental Requirements:

Frequent up and down movement from sitting to standing. May involve prolonged periods of sitting and computer work. Lifting is limited to moving of files and boxes generally weighing less than 20 lbs. Stress can result from the fast pace and frequent interruption. While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, use hands and fingers to operate a computer and telephone, and stoop/kneel to install computer equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Work will be performed indoors at a steady/consistently-paced environment in a shared office space that may at times be noisy/distracting.

Evaluation:

Performance will be evaluated annually by the Superintendent in accordance with the responsibilities outlined above, initiative, leadership characteristics, skill in dealing with the unanticipated, and success in meeting predetermined objectives.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. This is not an exhaustive list of all responsibilities, duties and skills required. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Job Type: Full-time

Pay: $16.00 - $25.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $16 - $25