Executive Assistant to the Superintendent & Board Secretary

Position Summary

The Executive Assistant to the Superintendent and Board of Directors is a confidential position that provides executive-level administrative support to the Superintendent and Board of Directors. This position serves as a key liaison among district stakeholders and coordinates Board operations, Human Resources support, district communications, public records requests, compliance reporting, personnel processes, and special projects while maintaining the highest level of professionalism and confidentiality. 

Reports To: Superintendent

Work Calendar:    260 Days

Annual Salary and Benefits:    Salary range $55,000 - $65,000; Health Insurance; Leave Benefits including Vacation Leave; Cell Phone Stipend; Six % PERS Pickup and Life Insurance. 

Qualifications

1. High school diploma or equivalent.
2. Associate degree or equivalent combination of education and experience preferred.
3. Minimum of three years of increasingly responsible administrative or executive support experience.
4. Ability to successfully pass a criminal history background check.
5. Demonstrated proficiency with Microsoft Office Suite, Google Workspace, database systems, and office technology.
6. Excellent written and verbal communication skills.
7. Ability to maintain confidentiality regarding personnel, student, financial, labor relations, legal, and executive matters.
8. Ability to interpret policies, administrative regulations, collective bargaining agreements, and applicable laws.
9. Ability to organize, prioritize, and complete multiple assignments while meeting deadlines and maintaining accuracy.
10. Ability to establish and maintain effective working relationships with district staff, students, parents, Board members, community partners, and the public.
11. Ability to work independently and exercise sound judgment.
12. Ability to obtain and maintain Oregon Notary Public certification.

Essential Duties and Responsibilities

Executive Support to the Superintendent

1. Provide comprehensive administrative support to the Superintendent.
2. Manage and maintain the Superintendent's calendar, appointments, meetings, and travel arrangements.
3. Draft, edit, proofread, and prepare correspondence, reports, presentations, contracts, agreements, and other district documents.
4. Coordinate district-level meetings, committees, and special projects.
5. Conduct research and compile information for administrative decision-making.
6. Screen communications and prioritize requests requiring Superintendent attention.
7. Serve as a liaison between the Superintendent and district stakeholders.

Board of Directors Support

1. Serve as Board Secretary for the Board of Directors.
2. Prepare and distribute Board meeting agendas, supporting materials, notices, and related documents.
3. Attend regular and special Board meetings, Budget Committee meetings, hearings, and executive sessions as required.
4. Record, prepare, and maintain accurate Board meeting minutes and official records.
5. Ensure Board meeting procedures comply with Oregon Public Meetings Law and district policy.
6. Maintain Board policies, resolutions, and governance records.
7. Coordinate Board member training, elections, appointments, and recognition activities.

District Operations and Compliance

1. Prepare, compile, and submit required reports to the Oregon Department of Education and other agencies.
2. Maintain district records retention systems and official district records.
3. Process student inter-district transfer requests and related documentation.
4. Coordinate public records requests in accordance with applicable laws and district procedures.
5. Serve as a district resource regarding policies, procedures, and administrative processes.
6. Assist in preparing annual budget materials and supporting documentation.
7. Provide notary services for district business.

Personnel and Human Resources Support

1. Maintain confidential personnel records and employment files.
2. Assist with recruitment activities, including posting vacancies, processing applications, scheduling interviews, and preparing correspondence.
3. Track employee licensure, certifications, and compliance requirements.
4. Support onboarding and offboarding processes for district employees.
5. Maintain substitute employee records and related documentation.
6. Assist with employee contracts, evaluations, and personnel transactions as assigned.
7. Support compliance with collective bargaining agreements and employment regulations.

Communications and Customer Service

1. Respond to inquiries from employees, parents, students, community members, and governmental agencies.
2. Provide professional reception and customer service functions.
3. Screen and distribute mail, electronic communications, and correspondence.
4. Assist with district publications, communications, and public information efforts.
5. Promote positive relations between the district and community.

Other Duties

1. Attend and provide support for evening Board meetings, district events, community engagement activities, and other meetings as required.
2. Serve on the Superintendent Cabinet Team. 
3. Coordinate and oversee meal planning, catering, and event logistics for Board meetings, community meetings, Cabinet retreats, staff functions, and other district events as assigned.
4. Maintain current knowledge of district operations, laws, regulations, and best practices through ongoing training and professional development.
5. Perform other duties and responsibilities as assigned by the Superintendent.

Knowledge, Skills, and Abilities

1. Knowledge of modern office practices, procedures, and technology.
2. Knowledge of school district operations and governance preferred.
3. Strong organizational, planning, and project management skills.
4. Ability to communicate effectively both orally and in writing.
5. Ability to maintain confidentiality and professionalism in sensitive situations.
6. Ability to independently analyze situations and recommend solutions.
7. Ability to work effectively under pressure and manage multiple priorities.
8. Ability to prepare professional reports, correspondence, and presentations.
9. Ability to establish and maintain cooperative working relationships with diverse stakeholders.

Physical Requirements and Working Conditions

The Executive Assistant must be able to perform the physical demands of a professional office environment, including prolonged periods of sitting, standing, walking, and computer use. The position requires occasional lifting and carrying of materials up to 25 pounds and the ability to attend evening meetings and district events as needed.

Work is performed primarily in an office setting with frequent interruptions, multiple priorities, and regular interaction with staff, students, families, Board members, community partners, and the public. Flexibility in work hours is required to support evening Board meetings and other district functions.

Salary : $55,000 - $65,000