Administrative Assistant to Chief Academic Officer

Job

Title:

Administrative

Assistant

to

CAO

Exemption

Status/Test:

Nonexempt

Reports

to:

Chief

Academic

Officer

Date

Revised:

June

2026

Dept./School:

Central

Office

Primary

Purpose:

The

Administrative

Assistant

to

the

Chief

Academic

Officer

provides

high-level

administrative

and

operational

support

to

the

CAO

and

the

Teaching

and

Learning

Division.

This

position

serves

as

a

critical

point

of

coordination

for

the

academic

leadership

team,

ensuring

efficient

office

operations,

seamless

communication,

and

effective

support

for

district-wide

academic

initiatives.

The

ideal

candidate

is

organized,

detail-oriented,

and

able

to

exercise

sound

judgment

in

a

fast-paced

educational

environment.

Qualifications:

Education/Certification:

High

school

diploma

or

equivalent

required;

Associate's

or

Bachelor's

degree

preferred

Special

Knowledge/Skills:

Proficiency

in

Microsoft

Office

Suite

(Word,

Excel,

PowerPoint,

Outlook)

and

Google

Workspace

Strong

organizational

skills

with

the

ability

to

manage

multiple

priorities

and

deadlines

simultaneously

Excellent

written

and

verbal

communication

skills

with

a

high

degree

of

professionalism

Demonstrated

ability

to

handle

sensitive

and

confidential

information

with

discretion

Experience

with

budgeting

support,

purchase

order

processing,

or

financial

record-keeping

Ability

to

work

independently

and

collaboratively

as

part

of

a

team

Experience:

Minimum

of

three

(3)

years

of

administrative

or

secretarial

experience,

preferably

in

an

educational

or

government

setting

Experience

supporting

senior-level

leadership

strongly

preferred

Major

Responsibilities

and

Duties:

Executive

Support

• Chief

Academic

Officer

Manage

the

CAO's

calendar,

scheduling

meetings,

appointments,

and

events

while

proactively

resolving

scheduling

conflicts

Coordinate

travel

arrangements,

including

conference

registrations,

transportation,

and

accommodations

Prepare,

proofread,

and

distribute

correspondence,

memos,

reports,

and

presentations

on

behalf

of

the

CAO

Screen

and

route

incoming

calls,

emails,

and

visitors;

exercise

discretion

in

prioritizing

the

CAO's

attention

Compile

agendas,

take

meeting

minutes,

and

track

follow-up

action

items

for

cabinet

meetings,

department

meetings,

and

other

leadership

gatherings

Maintain

organized

filing

systems

(physical

and

digital)

for

academic

department

records,

contracts,

and

policy

documents

Assist

in

the

preparation

of

board

agenda

items,

presentations,

and

supporting

materials

related

to

academic

programs

Teaching

and

Learning

Division

Support

Provide

administrative

support

to

Directors

of

Teaching

and

Learning,

including

correspondence,

scheduling,

and

document

preparation

Coordinate

the

procurement

process

for

instructional

materials,

supplies,

and

resources,

including

preparing

purchase

orders

and

tracking

deliveries

Assist

with

budget

monitoring

and

record-keeping

for

the

Teaching

and

Learning

department;

reconcile

purchasing

card

statements

and

maintain

expenditure

logs

Manage

the

event

planning

process

for

professional

development

days,

conferences,

curriculum

fairs,

and

other

division-sponsored

events

• including

logistics,

catering,

facilities

coordination,

and

communications

Maintain

department

records

related

to

curriculum

adoptions,

grant

tracking,

vendor

contracts,

and

program

documentation

Support

the

onboarding

of

new

instructional

staff

by

coordinating

orientation

materials

and

scheduling

Assist

in

the

coordination

of

district-wide

academic

programs,

student

assessments,

and

curriculum

initiatives

as

directed

Supervisory

Responsibilities:

None.

Mental

Demands/Physical

Demands/Environmental

Factors:

Tools/Equipment

Used:

Standard

office

equipment

including

personal

computer

and

peripherals

Posture:

Prolonged

sitting;

occasional

bending/stooping,

pushing/pulling,

and

twisting

Motion:

Repetitive

hand

motions

including

frequent

keyboarding

and

use

of

mouse;

occasional

reaching

Lifting:

Occasional

light

lifting

and

carrying

(less

than

15

pounds)

Environment:

May

work

prolonged

or

irregular

hours ;

occasional

district

wide

travel

Mental

Demands:

Work

with

frequent

interruptions;

maintain

emotional

control

under

stress

This

document

describes

the

general

purpose

and

responsibilities

assigned

to

this

job

and

is

not

an

exhaustive

list

of

all

responsibilities

and

duties

that

may

be

assigned

or

skills

that

may

be

required.

Reviewed

by

Date

Received

by

Date