Executive Assistant to Superintendent at Arlington ISD

ROLE AND PURPOSE:

Work under minimal supervision and ensure the efficient operation of the Superintendent's office. Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant provides administrative support services to the Superintendent including complex secretarial, clerical, and administrative functions while representing the Superintendent in daily communication, decision making, and problem solving. Handle confidential information and engage in frequent contact with all levels of district employees, board members, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.

QUALIFICATIONS:

Education/Certification:

Bachelor's degree required

Experience:

Seven (7) or more years of successful secretarial experience in a school setting or administrative assistant experience in an executive office setting.

Office management experience, including supervising other employees, preferred.

Proficient in a substantial breadth of general office skills

Knowledge of school district organization, operations, and administrative policies preferred.

Special Knowledge/Skills:

Positive interpersonal skills and demeanor

Ability to read, write and comprehend instructions, correspondence, and memos.

Ability to make independent decisions regarding planning, organizing, and scheduling.

Ability to use software to develop spreadsheets, perform data analysis, and perform word processing.

Ability to multi-task numerous complex administrative activities.

Excellent public relations, organization, oral and written communication, and interpersonal skills.

Conflict resolution and de-escalation skills.

MAJOR RESPONSIBILITIES AND DUTIES:

I. ADMINISTRATION AND MANAGEMENT:

Work as a collaborative team member in supporting the secretarial and administrative needs of the Superintendent and the Board of Trustees.

Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Superintendent, some of which may have organizational impact.

Provides for distribution of policy and meeting materials, communications assistance, and safe keeping of legal documents.

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs of the district.

Responsible decision making around established parameters.

Proactively promote system improvement for efficiency and effectiveness.

Build and maintain positive, productive, and professional working relationships across all departments and buildings.

Prepare public documents for a variety of audiences and settings.

Provide project management and follow-up for strategic initiatives in the Superintendent's office.

Place and receive telephone calls, records messages, keeps Superintendent informed of important issues.

Provide exceptional customer service.

Act as a positive influence on the organizational culture.

Assist in the preparation of all communication from the Superintendent's Office to the Board of Trustees.

Coordinate with TASB on Board Policy Updates and policy revisions, ensures Policy online and hard copy of manual is updated.

Provide a communication link between the Superintendent and the Board of Trustees.

Organize, prepare, and post official Board agenda and records for Board meetings and distribute to Board members and others as required.

Attend scheduled Board meetings of the Board of Trustees.

Record minutes of executive staff and Board meetings as required.

Develop and implement the budgets for the Superintendent and Board of Trustees.

Comply with policies established by federal and state laws and regulations, and local board policy.

Support and be knowledgeable of district strategic plan, policies and procedures.

Process all incoming and outgoing mail, including personal email and email of the Superintendent.

Serve as a backup to all functions of the Superintendent Support Secretary

Perform other duties as assigned.

II. SCHOOL/COMMUNITY RELATIONS:

Schedule appointments and maintain the Superintendent's calendar

Assist with appointments and maintaining of the Board of Trustees calendar.

Be knowledgeable of Texas election laws to respond to inquiries about the process of becoming a candidate for the Board of Trustees.

Coordinate/help obtain polling locations for Primary and General elections, other than the Board of Trustees elections.

Respond to routine inquiries from the public, Board members, staff and refer appropriate inquiries or problems to the appropriate administrator(s).

III. OTHER DUTIES:

Maintain confidentiality in all matters.

Fulfill other tasks and assume additional responsibilities as may be assigned by the Superintendent.

IV. SUPERVISORY RESPONSIBILITIES:

Supervise other administrative support staff assigned to the Superintendent's office.

V. EQUIPMENT & SOFTWARE SKILLS:

Personal computer, printer, fax machine, copier, scanner, and calculator.

Microsoft Office applications (Word, Outlook, Excel, PowerPoint, One Drive, etc.).

Google Suite applications (Docs, G-Mail, Sheets, Slides, Drive, etc.).

VI. WORKING CONDITIONS: MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:

Tools/Equipment Used: Standard office equipment including computer and peripherals; standard instructional equipment.

Posture: Moderate standing; occasional kneeling, squatting, bending, and stooping

Motion: Moderate walking.

Lifting: Regular light lifting and carrying (less than 15 pounds).

Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress,

with frequent interruptions.