Administrative Assistant to Chief Communications Officer

POSITION TITLE

Administrative Assistant

SCHOOL/DEPARTMENT

Communications Division

SALARY

Grade 70

FLSA STATUS

Exempt

REPORTS TO

Chief Communications Officer

SUPERVISES

None

WORK WEEK SCHEDULE

8 AM - 5 PM

WORK HOURS

40

NUMBER OF MONTHS PER YEAR

12

POSITION SUMMARY:

The Administrative Assistant to the Office of Communications is a high-level clerical and strategic support role. This individual will manage daily office operations, support district-wide initiatives, contribute to work that ensures internal and external stakeholders receive timely, accurate, and professional information. The person in the role should be able to handle sensitive information regarding student privacy, personnel issues, and district litigation with absolute confidentiality, and remain calm and professional under pressure or when speaking with frustrated stakeholders. This person must exercise a high degree of independent judgement, discernment, and confidentiality while managing the District's brand and public-facing presence.

Administrative and Operations Support

• Manage the department calendar, including media interviews, school visits, and community meetings.
• Process invoices, track department budgets, and order promotional materials.
• Maintained organized archives of district photos, videos, and press clippings

Communication and Marketing Support

• Assist in drafting and editing communications
• Ensure school-level flyers and documents adhere to District brand guidelines
• Work with community members to share digital flyers with schools
• Perform routine updates to the District website and assist in monitoring social media channels for comments and sentiment.

Public Information

• Track Public Records Requests and coordinate with the Chief Communications Officer to gather responsive documents.
• Act as a professional point of contact for local journalists, directing inquiries to the appropriate person

Event & Meeting Coordination

• Coordinate logistics for District events
• Prepare presentations, agendas, and documents for district advisory groups, community meetings, and Board of Education meetings.

PRIMARY PURPOSE OF ORGANIZATIONAL UNIT:

The Office of Communications serves as the primary bridge between the District, its families, staff, and the broader community. Our mission is to build public trust through clear, proactive, and engaging storytelling. We manage the District's brand identity, oversee internal and external messaging, coordinate crisis communications, work with media partners, and ensure that every stakeholder, from students to taxpayers, feels informed. Beyond traditional branding and media relations, our office drives the District's strategic vision by aligning all messaging with the Superintendent's priorities and Board of Education's goals.

MINIMUM EDUCATION & EXPERIENCE:

• High School Diploma or equivalent (Associate's or Bachelor's degree preferred)
• 3-5 years of experience in an administrative office

REQUIRED QUALIFICATIONS, COMPETENCIES, and EXPERIENCE:

• Proficiency in Google Workspace
• Exceptional written and verbal communication skills with a mastery in grammar.
• Proven ability to communicate effectively, staying calm and professional under pressure
• Demonstrated ability to maintain confidentiality
• Strong customer services skills

PREFERRED QUALIFICATIONS, COMPETENCIES, and EXPERIENCE:

• Basic experience in Canva or digital marketing platforms
• Basic experience with website management tools and social media
• Familiarity with state public records laws
• The ability to understand the big picture goals of the District and ensure that even small tasks contribute to the larger mission.
• The ability to distinguish between a routine inquiry and a potential crisis. This person acts as a firewall, knowing when to handle a situation and when to interrupt District Leadership as appropriate.
• This ability to handle sensitive information with care and confidentiality. This person must understand the legal and ethical implications of confidentiality.
• The ability to interact effectively with diverse stakeholders while maintaining a calm, helpful, and professional demeanor.
• The ability to adapt quickly. This person must be able to pivot from a planned project to an emergency notification without losing focus or composure.
• Strong attention to detail.
• Problem-solving initiative.

DESCRIPTION OF WORK:

Essential Duty

%

Task/Description

Administrative Operations & Budget

30%

• Manage the Communications calendar
• Process department invoices and P-Card reconciliations
• Coordinate travel for conferences
• Maintain office supplies and order promotional items
• Act as a point of contact for department inquiries

Content Coordination & Digital Media

25%

• Manage PeachJar community flyer platform
• Draft monthly community newsletters
• Proofread and copy-edit for district wide flyers and communications
• Website updates
• Frequent use of Apptegy/Thrillshare, Class Dojo, Infinite Campus communication tools

Event & Strategic Engagement

15%

• Coordinate and implement special events with the Communications Office staff, to include sending invitations, managing RSVPs, booking venues, and ordering catering
• Assist with district-wide programming, such as the Principal and Assistant Principal of the Year Program
• Assist with special work groups, committees, and meetings for the Superintendent's Office
• Assist with Board of Education monthly recognitions

Media and Community Liaison

15%

• May field initial calls from local news media
• Maintains an updated media contact list
• Assist in the distribution of media releases and advisories
• Manage SEED program (Supporting Educators Every Day) with community partners
• Collaborate with community partners as needed

Public Information & Records

10%

• Manage the JustFOIA platform for Public Information Requests
• Work with the Chief Communications Officer and coordinate with departments to gather responsive documents

Emergency and Strategic Communications Support

5%

• Assists in the development of mass notification alerts (text, email, phone calls) during inclement weather or school safety incidents
• Assists in monitoring social media rumors or misinformation during a crisis
• Assist in fielding media requests related to emergencies

These communications often demand 100% of our brainpower and time during a crisis or emergency.

DISCLAIMER:

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.