Executive Assistant to the Superintendent

Reports To: Superintendent (or Designee)
Status: Full-Time (FTE 1.0), Monday - Friday, 12 months
Union Affiliation: Non-Affiliated

SUMMARY: The Executive Assistant to the Superintendent and Assistant Superintendent is responsible for assisting the Superintendent and Assistant Superintendent with administrative tasks associated with their responsibilities. Confidentiality and professionalism in working with board members, staff, and community members is critical. The Executive Assistant must respect privacy, discretion, and confidentiality.

Responsibilities:

A. Superintendent, Assistant Superintendent of Academics, & Board Support

• Assist the Superintendent and Assistant Superintendent of Academics with administrative matters, exercising considerable judgment and independent decision-making.
• Maintain the calendars for the Superintendent and Assistant Superintendent of Academics, schedule appointments, and keep them informed of upcoming deadlines and potential issues.
• Manage incoming calls, visitors, and correspondence for the Superintendent andAssistant Superintendent of Academics; screen, route, and/or respond as appropriate.
• Prepare, draft, and review correspondence, reports, presentations, and otherdocuments on behalf of the Superintendent, Assistant Superintendent of Academics, and Board of Education.
• Maintain confidential files and records for the Superintendent, Assistant Superintendent of Academics, and Board of Education; ensure compliance with record retention requirements.
• Coordinate preparation of Board of Education agendas and supporting materials.
• Attend Board meetings and oversee preparation and distribution of official Board minutes.
• Help and support to Board of Education members, including communication, information requests, and logistics.
• Maintain Board policy updates and records required by Board policy or law.
• Coordinate Board committee meeting schedules, agendas, and minutes/notes as appropriate.
• Support Board meeting coordination and compliance (posting notices, arranging room setup, technology, and required publications).
• Provide support for School Board elections (coordination with the county/electionauthorities, public notices, and information to the community as directed).

B. Supervision & Office Management

• Supervise assigned staff, including the Mail Carrier and act as the Lead Executive Assistant for the District.
• Oversee front desk operations to ensure professional and efficient service to staff, students, and the public.
• Coordinate Cabinet and administrative staff meeting schedules, materials, andfollow-up tasks for the Superintendent and Assistant Superintendent of Academics.
• Coordinate conference registration, travel arrangements, and reimbursements for the Superintendent, Assistant Superintendent of Academics, and other designated staff.
• Coordinate ordering and purchase orders (POs) for the Superintendent’s office, the Assistant Superintendent of Academics, and other assigned areas; assist with budget tracking for related accounts.

C. Business, Records, and Compliance

• Maintain district forms and documents, ensuring they are current, accessible, and aligned with Board policy and administrative guidelines.
• Maintain file and record management systems for the Superintendent’s office, Assistant Superintendent of Academics, and designated district functions.
• Log and process general fund deposits as assigned.
• Serve as Notary Public for school business.
• Coordinate student count activities as a Student Count Facilitator, in collaboration with appropriate departments and the Assistant Superintendent of Academics.
• Serve as School of Choice Coordinator, managing applications, communication, and reporting.
• Coordinate FOIA requests assigned to the Superintendent’s office (non-finance), including tracking, and drafting responses.
• Maintain and update organizational charts and the district staff directory.

D. Student Services & Compliance Coordination

• Serve as McKinney-Vento Liaison, coordinating identification, enrollment, and support services for students experiencing homelessness, in collaboration with building administrators, student services, and the Assistant Superintendent of Academics.
• Coordinate Homebound services, including communication with families and staff, documentation, and scheduling in accordance with district procedures, in collaboration with the Assistant Superintendent of Academics and student services personnel.
• Coordinate services and documentation for foster students, working with schools, agencies, and caregivers to support enrollment and educational stability.

E. Communications, Web, and Community Relations

• Maintain and update district web pages under the purview of the Superintendent and Assistant Superintendent of Academics.
• Coordinate event planning and district engagement activities connected to the Superintendent, Assistant Superintendent of Academics, and Board.
• Coordinate, draft, and/or edit the district newsletter and Gladiator Gazette, and other communications from the Superintendent, Assistant Superintendent of Academics, and Board of Education.
• Review and coordinate distribution of district flyers and similar communications in alignment with Board policy.
• Support district recognition programs, including planning and communication for staff and student recognition.
• Coordinate years-of-service and other recognition pins/awards for staff.
• Provide school/community relations support, helping to maintain effective working relationships with staff, parents, community members, and partner organizations.
• Provide crisis communication support in coordination with the Superintendent, Assistant Superintendent of Academics, and leadership team, including messaging, documentation, and dissemination.
• Assist with emergency and weather-related school closing communications and logistics (notifications, website updates, and media alerts).
• Provide district calendar oversight, including coordination of key dates, events, and publication to staff and community.

F. Special Events and General Duties

• Assist with planning, coordination, and execution of special events sponsored by the Superintendent, Assistant Superintendent of Academics, or Board of Education.
• Research records and obtain information for the Superintendent, Assistant Superintendent of Academics, Board, or administrative teams as requested.
• Exercise discretion and confidentiality in all aspects of the position, especially in handling personnel, student, and Board matters.
• Maintain regular, predictable attendance, including required Board and committee meetings outside the standard workday.
• Perform other related duties as assigned by the Superintendent or Assistant Superintendent of Academics, or their designee.

QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the District

Fowlerville Community Schools does not and shall not discriminate on the basis of race, color, national origin (ancestry), religion (creed), gender, gender expression, sexual orientation, marital status, disability or any other characteristic protected under applicable federal or state law in its programs and activities. Inquiries or complaints related to discrimination should be directed to: Director of Human Resources, Trisha Reed, Fowlerville Community Schools, 7677 Sharpe Road, Suite A, Fowlerville, MI 48836, (517)223-6018.