Senior Executive Administrative Assistant

Summary

Serves as the executive administrative assistant to a school board member or senior leadership; relieves executive of routine administrative tasks and ensures smooth and efficient administrative operation of the executive's office; sets daily priorities based on knowledge of the overall functions.

Qualifications

Required

Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.

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, its operating procedures, and regulations.

Strong analytical and organizational skills.

Proficiency in office technology.

Proficiency in business English, grammar, spelling, and punctuation.

Ability to exercise independent judgment, tact, and initiative.

Excellent human relations skills and ability to establish and maintain successful cooperative working relationships with school-based and central office staff, as well as with clients outside of the organization.

Ability to communicate effectively, both orally and in writing.Preferred

Bachelor's degree.

Major Duties/Essential Functions

Plans, initiates, and manages the administrative practices and procedures of the senior leadership's office.

Performs complex and responsible duties for senior leadership.

Ensures that administrative practices and procedures used in subordinate offices are consistent with those of the Division Superintendent's office.

Responds to non-technical inquiries and administrative issues referred to senior leadership by the Board of Supervisors, the School Board, state/county/local government officials, vendors, the press, or the general public.

Screens electronic correspondence, telephone calls, and visitors; answers questions and completes business involving established policy or routine matters.

Reviews all correspondence for senior leadership, replying to those items not requiring supervisor's attention and routing matters requiring action by the department, regional, or school administrators, as appropriate.

Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.

Exercises exclusive control over senior leadership's appointments with authority for commitment of time.

Screens all correspondence prepared for senior leadership's signature for clarity, completeness of reply, and grammatical and procedural correctness.

Creates agendas for and takes official minutes at conferences and meetings.

Assists in the review and approval process of policies, regulations, and notices submitted by the departments.

Researches and develops material for use in senior leadership's official engagements.

Produces correspondence, reports, charts, presentations, and other materials using information management software to enter, edit, print, and file information.

Makes travel arrangements.

Interfaces with the Leadership Team, the School Board, school personnel, state/county/local government officials, vendors, and the general public.

May perform financial duties associated with budget management, purchasing, record-keeping, and reconciliation of financial reports.

Performs related duties as required or assigned.

Work Environment/Physical Requirements

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.