Confidential Executive Assistant to the Assistant Superintendents for Elementary and Secondary Education

Department: 

Elementary & Secondary Education

Job Title: 

Confidential Executive Assistant to the Assistant Superintendents for Elementary and Secondary Education

FLSA Status: 

(Exempt/Non-exemp)

Non-Aligned/ Confidential 

Reports to: 

Assistant Superintendents for Elementary & Secondary Education

In compliance with state and federal laws, Newton Public Schools is committed to equity, anti-racism, and a nondiscrimination policy for students, employees, and prospective applicants. All educational and employment determinations are based on an individual’s qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal law. The Newton Public Schools places a high value on the active recruitment of qualified teachers who represent the backgrounds and ethnicities of our student body. 

Summary:

The Confidential Executive Assistant provides high-level administrative, operational, and coordination support to both the Assistant Superintendent for Elementary Education and the Assistant Superintendent for Secondary Education.

This role is responsible for ensuring the efficient and aligned functioning of both divisions by managing complex scheduling, communications, data systems, budgeting processes, and cross-departmental initiatives. The position requires independent judgment, discretion, and the ability to prioritize competing demands across two major instructional divisions.

Qualifications:

Education & Experience

• Associate’s degree required; Bachelor’s degree preferred.
• Minimum of 3–5 years of progressively responsible administrative experience, preferably in a public school system or complex organization.

Knowledge, Skills, and Abilities

• Strong knowledge of office administration, organizational systems, and educational environments.
• Advanced proficiency in Microsoft Office and data systems (Excel, Word, PowerPoint; database tools).
• Proficiency in AI tools for productivity and scheduling and project management software and AI tools
• Exceptional organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities across two senior leaders and divisions.
• Demonstrated ability to handle confidential information with discretion.
• Strong attention to detail and commitment to accuracy.
• Ability to work both independently and collaboratively with diverse stakeholders.

Essential Job Duties and Responsibilities (Not Limited To):

1. Executive Support Across Elementary & Secondary Divisions

• Provide comprehensive administrative support to both Assistant Superintendents.
• Manage complex and high-volume calendars, coordinating meetings across principals, central staff, and external partners.
• Anticipate needs and prepare agendas, briefing materials, and supporting documentation.
• Draft, edit, and prepare correspondence, reports, and presentations for both divisions.
• Serve as a central point of contact for Elementary and Secondary Education offices, responding to inquiries and resolving issues with professionalism and discretion.
• Support confidential matters including personnel issues, collective bargaining, and sensitive operational work.

2. Coordination & Alignment Across Divisions

• Ensure alignment and consistency in processes, communications, and materials across Elementary and Secondary offices.
• Coordinate cross-divisional initiatives, meetings, and projects.
• Support collaboration between the two divisions and other central office departments.
• Maintain systems to track priorities, deadlines, and deliverables across both offices.

3. Budget, Grants, and Resource Management

• Monitor and maintain budgets for both Elementary and Secondary Education departments.
• Track expenditures, reconcile accounts, and prepare budget reports.
• Serve as liaison to the grants office for both divisions, supporting grant development, tracking, and reporting.
• Assist in preparation of materials for the annual district budget process.
• Manage purchasing, vouchers, and financial documentation.

4. Data, Systems, and Reporting

• Develop and maintain complex spreadsheets, databases, and reporting systems (e.g., Excel with pivot tables, data exports).
• Support collection, organization, and reporting of data across both divisions (e.g., staffing, programs, assessments).
• Maintain records related to personnel, attendance, testing (e.g., MCAS), and program implementation.
• Prepare data summaries, reports, and visual materials for internal and external use.

5. Meeting & Operations Management

• Coordinate logistics for divisional and cross-functional meetings, including scheduling, materials, and follow-up.
• Prepare meeting agendas, packets, and documentation for both offices.
• Support planning and execution of professional development, trainings, and large-scale initiatives.
• Track action items and ensure timely follow-through on key priorities.

6. Records, Compliance, and Documentation

• Maintain organized, accurate, and confidential files and record systems for both divisions.
• Ensure compliance with district policies, procedures, and reporting requirements.
• Support the preparation and maintenance of official documents, reports, and program materials.
• Manage distribution of materials related to assessments, programs, and district initiatives.
• Manage all records requests and serve as public records officer

7. Communication & Stakeholder Engagement

• Serve as a liaison between the Assistant Superintendents’ offices, schools, central departments, and the public.
• Provide high-level customer service and respond tactfully to inquiries and concerns.
• Support communication efforts by preparing clear, accurate, and timely materials.
• Coordinate messaging to ensure consistency across Elementary and Secondary divisions.

8. Cross-Office Collaboration & Coverage

• Work collaboratively with administrative staff across the Superintendent’s Office and other central departments.
• Provide coverage and support across offices as needed to ensure continuity of operations.
• Contribute to a cohesive and high-functioning central office administrative team.

Department: 

Elementary & Secondary Education

Job Title: 

Confidential Executive Assistant to the Assistant Superintendent

FLSA Status: 

(Exempt/Non-exempt)

Non-Aligned/ Confidential 

Reports to: 

Assistant Superintendents for Elementary & Secondary Education

Role Designation

This position is designated as confidential due to regular access to sensitive personnel, legal, bargaining, and operational information.

Terms of Employment

• Work Year: 12 months
• Schedule: Full-time
• Salary Range: Commensurate with experience
• Position Type: Administrative / Confidential

Additional Information

• Location: Central Office
• Start Date: TBD
• Supervision/Evaluation: Evaluated by Assistant Superintendents

Application Information

• Resume, cover letter, and references required

Work Environment & Physical Requirements:

• Office-based work with frequent interruptions and competing priorities across two divisions.
• Regular interaction with administrators, teachers, staff, families, and external partners.
• Occasional extended hours required to support key initiatives and deadlines.
• Experience working in cross-generational and cross-cultural workspaces
• Occasional lifting up to 25 lbs