Administrative Assistant to the Executive Team

Position Summary:

This in-person position reports to the Assistant Executive Director while supporting the confidential administrative needs of multiple senior leaders. Essential functions of the role include managing schedules, coordinating meetings, preparing reports, handling confidential information, and serving as a liaison between departments and external stakeholders. Working in a fast-paced environment while utilizing current and emerging technologies, including approved artificial intelligence, is essential to the success of the position. Excellent written and oral communication, attention to detail, and a focus on customer service is essential.

Essential Job Functions:

• Provide high-level confidential administrative support to the Assistant Executive Director and other senior leaders as assigned.
• Knowledge and use of current and emerging technologies—including but not limited to: approved artificial intelligence (AI), Google Suite, Microsoft 365 (Outlook, Excel, Word, PowerPoint), and Canva—to enhance productivity, streamline communication, and improve the quality of work products.
• Manage complex calendars, schedule appointments, and coordinate meetings, conferences, and events.
• Prepare, proofread, and edit correspondence, reports, presentations, and other professional documents; ability to spell and utilize grammar accurately and professionally.
• Handle sensitive and confidential information with discretion and sound judgment.
• Serve as a primary point of contact and liaison between senior leadership, departments, school districts, and external partners.
• Coordinate logistics for meetings, including room reservations, technology setup, materials preparation, and follow-up actions.
• Track and manage project timelines, deadlines, and deliverables on behalf of leadership.
• Utilize current and emerging technologies—including artificial intelligence tools—to increase efficiency, maintain accurate records, and communicate effectively to a wide-range of internal and external stakeholders.
• Maintain organized filing systems (digital and physical) to ensure secure and efficient document management.
• Collaborate with the business office and Human Resource Specialist as needed and as assigned.
• Ensure communications, interactions, and work habits reflect the IU’s commitment to professionalism, collaboration, and customer service.
• Anticipate the needs of senior leadership and proactively resolve issues to support organizational effectiveness.
• Ability to excel in a fast-paced environment with multiple deadlines and tasks, adapt to changing conditions, and engage in self-directed learning in new technologies and systems.
• Perform other duties as assigned to support the mission and operations of the Intermediate Unit.
• Some driving is required; the employee must be able to maintain a vehicle and appropriate licenses to drive. Occasional travel outside of the IU which may include overnight stays.

Education and Experience:

• Associate’s or bachelor’s degree required
• Experience in administrative support

Qualifications:

• Proficiency in using technology including but not limited to: artificial intelligence (AI), Google Suite, Microsoft 365 (Outlook, Excel, Word, PowerPoint), and Canva
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written, verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated ability to work independently and collaboratively in a fast-paced environment.
• The employee may occasionally lift up to 25 pounds such as computers or AV equipment.

Other Skills and Abilities:

Ability to communicate clearly and concisely, both orally and in writing. Ability to take initiative and also work with a team. Ability to perform duties with awareness of all Intermediate Unit requirements and Department of Education policies.

Language Skills:

Ability to read, analyze, and interpret general educational periodicals, professional journals, data sets, technical procedures, or governmental regulations. Ability to write reports and professional correspondence. Ability to effectively communicate and present information and respond to questions from groups of staff, teachers, parents, and the general public.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs or charts.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently walking and standing while performing the duties of this job. The employee may frequently bend or twist at the neck and back while performing the duties of this job. Specific vision abilities required by this job include peripheral vision and close vision such as to read typewritten material.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. The employee is frequently required to interact with professional staff.

Job Types: Full-time, Contract

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Education:

• Bachelor's (Preferred)

Work Location: In person