Executive Administrative Assistant to the Superintendent and Assistant Superintendent

Job Title: Executive Assistant to the Superintendent and Assistant Superintendent

Position Overview:The Executive Assistant provides high-level administrative support to the Superintendent and Assistant Superintendent, ensuring the efficient operation of the Central Office. This position manages sensitive information, coordinates communication with internal and external stakeholders, oversees School Committee documentation, and maintains a variety of essential district functions, including homeschool tracking, professional development management, and public communication systems.

Key Responsibilities:Superintendent & Assistant Superintendent Support

Manage the Superintendent's calendar, scheduling appointments and meetings.

Support the superintendent with tasks as needed or directed.

Prepare correspondence and perform general administrative duties as requested.

Create and manage Zoom meetings with community stakeholders, specifically school committees.

Track and manage homeschool communications and documentation.

Support Assistant Superintendent in monitoring and maintaining district-wide staff professional development records, PDPs, and certification compliance.

Collaborate with the Business Office to track and process all salary lane changes.

Coordinate with staff and Accounts Payable for PD requests and reimbursements.

School Committee SupportDraft and post School Committee meeting agendas in accordance with legal requirements.

Draft meeting minutes as needed.

Maintain and update the School Committee policy manuals.

Onboard new School Committee members, including email setup, website updates, and MASC information distribution.

Office AdministrationServe as the first point of contact for incoming calls and office visitors.

Coordinate document signatures using DocHub for contracts, MOUs, and other official forms; communicate with Payroll and Business Office as needed.

Process and maintain CORI and fingerprinting records in compliance with legal requirements.

Compose and verify letters of suitability for former employees.

Track annual training completions and ethics training for HRSD and CGRSD staff.

Track vocational applications and enrollment for Smith Vocational and Westfield Technical Academy students; coordinate with Business Office and school administrators.

Handle all incoming and outgoing daily mail.

Manage copier service requests and maintenance with Kyocera.

Order and maintain inventory of office supplies for the Central Office.

Assist with general personnel filing; secure file cabinets daily.

Maintain up-to-date staff phone extension directory.

Provide basic technical support as needed.

ParentSquare Communication PlatformPost weather-related closures and delays.

Update contact information and manage staff access.

Provide training to staff on system use.

Post community flyers and announcements on behalf of the Superintendent.

Website MaintenanceUpdate website content as requested, including academic calendars and district announcements.

Any other duties as assigned by the Superintendent or designee.

Qualifications:Proven experience in executive-level administrative support, preferably in a public school or municipal environment.

Strong organizational and communication skills.

High level of discretion and professionalism in handling confidential information.

Proficiency with Google Workspace, Microsoft Office, and communications platforms (e.g., Zoom, ParentSquare).

Ability to manage multiple priorities and work independently.

Familiarity with general and district-specific school committee operations, Massachusetts open meeting laws, and Massachusetts education regulations preferred.

District CORI Check required before employment beginsFederal Fingerprint Check required before employment begins

Physical and Mental RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position's essential functions.

Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with frequent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment, and computer paper.

Motor Skills: Duties may involve assignments requiring the application of hand and eye coordination, with finger dexterity and motor coordination. Examples include using a personal computer or climbing a ladder.

Visual/Auditory Skills: The employee is required to constantly read documents, personal computer screens, and written reports for general understanding and routinely for analytical purposes. The employee must have the auditory ability to listen and comprehend. The employee is not regularly required to determine color differences.