Executive Assistant

Job Summary

• Performs a variety of responsible and complex administrative, technical and secretarial duties for the Assistant Superintendent, Chief Financial Officer, Chief Operations Officer, Chief of Staff, Chief, Curriculum and Instruction;
• Chief, Special Education and Diverse Learners; Chief of Learning, Chief, Communications and Customer Service; Chief of Evaluation, Research and Accountability;

General Counsel, Deputy Superintendent or Board of Education member. Works on issues of a highly confidential and / or sensitive , and managing office

Essential Functions

• Handles matters of a highly confidential and / or sensitive nature for executive management staff.
• Coordinates all office functions and services.
• Responds to public inquiries on the telephone and in person; provides information on School District policies and procedures;

researches various issues that may involve contacting internal and external sources; coordinates activities between functions / departments to facilitate problem resolution.

• Prepares draft agendas for meetings for review; disseminates agendas to meeting participants with appropriate backup materials.
• Handles all mail and correspondence for superior including confidential documents; prepares correspondence for signature of superior.
• Schedules appointments and meetings for superior; coordinates schedules with meeting participants and arranges accommodations.
• Prepares, maintains and updates system data and produces a variety of reports and financial statements.
• Prepares various forms including accounting and fiscal statements, records and vouchers; handles employee travel reimbursement.
• Performs incidental general office / secretarial duties such as, but not limited to, word processing, faxing and copying.

Other Functions

• May train and / or supervise subordinate clerical / secretarial staff.
• May determine the need for and prepare requisitions for services such as maintenance, repair and supplies.
• May prepare slide and overhead projector presentation materials.
• May coordinate all travel arrangements, including hotel and automobile rental reservations

Qualifications

Minimum Requirements

• High school diploma or equivalent.
• Five years of full-time, paid, secretarial or administrative support experience which has included the use of a personal computer to maintain records and prepare correspondence, reports and spreadsheets.

Knowledge, Skills and Abilities

Demonstrated knowledge of :

ooffice practices and procedures.

oword processing software applications. o spreadsheet software applications. o the operation and maintenance of standard office equipment.

oEnglish language usage, spelling, and grammar.

Ability to :

otype from a clear copy at a speed of not less than 60 net corrected words per minute. o perform varied mathematical computation accurately and quickly.

o perform secretarial and clerical duties with speed and accuracy.

ofollow written and verbal instructions. o communicate effectively, both orally and in writing. o establish and maintain effective working relationships.