Administrative Assistant: Executive Assistant to Superintendent

Position Overview: West Boylston Public Schools is seeking a compassionate, dedicated, and highly skilled Executive Assistant to the Superintendent to Provides administrative support for the Superintendent. The Executive Assistant organizes and performs administrative work of a high level with minimal supervision. The Executive Assistant plays an integral role in the daily administrative operations and communications for the school district. Key Responsibilities (6 Areas): Administrative Support: •Manage the Superintendent’s calendar, including scheduling meetings and appointments •Prepare and distribute correspondence, reports, presentations, and official documents on behalf of the Superintendent •Act as the primary liaison between the Superintendent’s office and school staff, board members, parents, and community stakeholders •Coordinate and prepare materials for School Committee meetings, School Building Committee, and Wellness Committee meetings, including agendas, minutes, and official records •Publicly post all agenda and minutes through the town of West Boylston Clerk’s Office according to Open Meeting Law requirements •Draft district-wide communications, policies, and procedures as needed •Maintain accurate records, databases, and filing systems for district documentation •Track deadlines, initiatives, and projects within the Superintendent’s office •Screen and direct phone calls, emails, and mail; respond on behalf of the Superintendent when appropriate •Support planning and coordination for district events, meetings, and public engagements •Respond to Public Records requests in coordination with the Superintendent •Update and distribute district-wide forms to relevant staff •Assist with school calendar development in coordination with the Superintendent and School Committee •Perform additional administrative duties as needed to support Central Office operations School Committee Support Services: •Post School Committee meetings in compliance with public notice requirements •Record, prepare, and post meeting minutes promptly •Coordinate room scheduling and meeting logistics, including setup and technical needs •Prepare electronic meeting packets in advance of School Committee meetings and share with committee members •Maintain and update the School Committee Policy Manual both online and in print •Provide administrative support to the School Committee as requested District Registrar Responsibilities: •Register new students and verify all required enrollment documentation •Verify and update student residency status in compliance with district policy •Request and distribute student records, including transcripts, IEPs, 504 Plans, and other documentation •Enter new students into the student information system and notify relevant personnel •Maintain and update registration and financial forms in coordination with the Business Administrator •Submit Chapter 74 vocational program applications and confirm fall enrollment •Support onboarding of new employees, including database entry and updates •Enter and manage employee professional development points and provide annual summaries School Choice Program Coordination: •Administer the School Choice Program in accordance with district and state policies •Maintain and update program waitlists •Notify families regarding acceptance or non-selection via phone, email, and mail •Manage records and communication related to the School Choice Program •Register accepted students and obtain school records for onboarding Building Use Coordination & Facility Scheduling: •Manage building use applications and ensure policy compliance •Maintain the district’s master building-use calendar and communicate updates to stakeholders •Issue invoices for facility use and ensure timely payments •Coordinate custodial coverage for events and communicate assignments to HR/Payroll and custodial staff •Share invoices with Accounts Payable for tracking Financial & Operational Assistance: •Assist the Business Administrator with the annual School Attending Children Reporting •Perform other duties as requested to support financial and operational functions

Salary : $51,211