Executive Assistant to the Superintendent

Executive Assistant to the SuperintendentPosition Title: Executive Assistant to the Superintendent School/Department: ESC/Office of the Superintendent Supervisor: Superintendent Start Date: 11/4/2026 Terms of Employment: 260-day Employment Agreement FLSA: Exempt Persons in this position may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this classification, but is intended to accurately reflect the principle elements of the job.The Executive Assistant to the Superintendent provides high-level administrative, organizational, and confidential support to the Superintendent and serves as a key liaison among district leadership, Board of Education members, staff, families, and the community. This position requires exceptional communication skills, sound judgment, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced public education environment.QualificationsBachelor's degree preferredMinimum of 3-5 years of progressively responsible executive administrative support experience, preferably in a public education or governmental settingDemonstrated ability to maintain strict confidentialityStrong organizational, multitasking, and time-management skillsExcellent written, verbal, and interpersonal communication skillsProficiency in Microsoft Office Suite, Google Workspace, New World Systems, and office technology systems.

Background in Diligent Community preferred.Ability to work independently, prioritize tasks, and meet deadlines with minimal supervisionKnowledge of school district operations, Board procedures, and public meeting requirements preferredEssential Duties and ResponsibilitiesSuperintendent SupportManage and maintain the Superintendent's calendar, appointments, meetings, and travel arrangementsCoordinate schedules and priorities to maximize efficiency and responsivenessPrepare correspondence, reports, presentations, agendas, and other documents on behalf of the SuperintendentScreen phone calls, emails, and visitors; respond or redirect inquiries appropriatelyMaintain accurate records, files, and confidential information in accordance with district policies and legal requirementsMonitor deadlines and follow up on assignments, projects, and action itemsBoard of Education SupportProvide assistance and support to the School BoardOrganize, assemble, distribute, and prepare the School Board agendaSupervise preparation of the School Board meeting siteAttend School Board meetings, record and prepare minutesCommunicate School Board decisions/policy changes to appropriate staffKnowledge of Roberts Rules and parliamentary procedures preferredCommunication and Public RelationsServe as a professional representative of the Superintendent's OfficeFacilitate effective communication among district administrators, staff, parents, community members, and external agenciesAssist with drafting internal and external communications, announcements, and presentationsCoordinate special projects, district events, and recognition activitiesOffice OperationsOversee daily operations of the Superintendent's Office to ensure efficiency and professionalismDevelop and maintain office procedures and systemsCoordinate meetings, including scheduling, preparation of materials, and hospitality arrangementsProcess purchase orders, invoices, reimbursements, and budget-related documentation as assignedConfidentiality and ComplianceManage sensitive personnel, legal, and student matters with a high degree of confidentiality and professionalismEnsure compliance with applicable district policies, state regulations, and public records requirementsExercise independent judgment in managing confidential and time-sensitive informationPreferred CharacteristicsProfessional demeanor and customer-service orientationHigh attention to detail and accuracyStrong problem-solving and decision-making abilitiesAbility to build positive relationships with diverse stakeholdersFlexibility and adaptability in a dynamic environmentPhysical RequirementsAbility to sit, stand, walk, and use standard office equipment for extended periodsOccasional lifting of materials up to 25 poundsAbility to attend evening Board meetings and take minutes, as well as attend district events as neededRegular Work Hours/Travel RequirementsMonday through Friday 7:30am-4:30pm or as necessary to complete administrative responsibilitiesMinimal travelBoard of Education meetings 2x/month starting at 6:00pmSpecial Board and Executive Sessions as scheduledCarmel Clay Schools district is an Equal Opportunity Employer and reasonable accommodations are made under the Americans with Disabilities Act as required by law. Non-Certified Admin |