EXECUTIVE ASSISTANT (CONFIDENTIAL)

DEFINITION OF POSITION:

Under the direction of the Assistant Superintendent, perform complex and specialized secretarial and clerical functions; to serve as an executive assistant and aide to the Assistant Superintendent; to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned administrator; and to do other related work as required.

SUMMARY OF DUTIES:

• Coordinate and supervise the staff activities of the administrator’s office, including planning, organization, layout and development of work accomplishment time lines;
• Prepares, directs or coordinates specific component sections of the Governing Board agenda
• Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; reserve facilities; collect and compile information for meetings, projects and workshops; prepare agendas and take and transcribe minutes as directed;
• Request information and data, review the data and compile accurate and comprehensive reports and surveys; respond to inquiries by interpreting policies, regulations and operational procedures;
• Compose, independently or from note or rough draft, a variety of materials including inter-office communications, requisitions, forms, letters, contracts, flyers, brochures, legal documents, memoranda, bulletins and other materials; review and proofread a variety of documents;
• Receive visitors, including administrators, staff, parents and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required;
• Receive, screen and route telephone calls; take and relay messages as appropriate; serve as a resource to others concerning policies and procedures
• Maintain a variety of records related to financial activity, student information, personnel and assigned duties; establish and maintain filing systems;
• Maintain a calendar of activities and events, schedule appointments, conferences and meetings for the administrator;
• Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed;
• Assist in the budget planning and expenditure control of the administrator’s office;
• Perform other related work as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

Equivalent to the completion of the twelfth grade, supplemented by coursework or training in business office management organization and supervision or related technical skill areas at the community college level or higher. Fours year of responsible executive or administrative secretarial experience, including one year in a lead or supervisory capacity.

Knowledge of:

Modern office practices, equipment, data management, and MS Office, including Word, Excel, Outlook, Desk-top publishing, etc; Google drive; correct English usage, grammar, spelling, punctuation, and vocabulary; business letter and report writing, editing and proofreading; arithmetical calculations; interpersonal skills using tact, patience and courtesy; oral and written communication skills; methods of collecting and organizing data and information.

Ability to:

Coordinate, direct and schedule a large volume of administrative and clerical detail activities; effectively and efficiently perform responsible secretarial and administrative aide functions; compile and prepare accurate and comprehensive reports; effectively communicate in oral and written form; take short notes and perform transcription; establish and maintain a variety of complex, privileged and sensitive files and records; make arithmetical calculations with speed and accuracy; understand and carry out oral and written directions; establish and maintain cooperative working relationships; work with discretion in a confidential environment.

WORKING CONDITIONS:

Environment:

Office environment; constant interruptions.

Physical Demands:

Dexterity of hands and fingers to operate a computer keyboard; hearing and speaking to exchange information in person and on the telephone; sitting or standing for extended periods of time; seeing to read a variety of materials; bending at the waist, kneeling or crouching to file materials.