Administrative Procedures, Administrative Skills, Administrator Documentation, Board Meeting, Board of Education, Calendar Management, Communication Skills, Decision Support, Detail Oriented, Documentation, Employee Relations, Establish Priorities, Executive Assistant Skills , Federal Laws and Regulations, Human Resources, Information Technology & Information Systems, Interviewing Skills, Leadership, Legal, Mail Processing, Maintain Compliance, Microsoft Office, Multitasking, Negotiation Skills, Newsletter, Office Equipment, Onboarding, Operational Support, Operations Management, Organizational Skills, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Proofreading, Public/Media/Press/Analyst Relations, Purchase Orders, Record Keeping, Records Management, Regulations, Regulatory Compliance, Regulatory Requirements, Reporting Skills, Research Skills, State Laws and Regulations, Time Management, Training/Teaching, Website Management, Writing Skills
Assistant to the Superintendent
Jefferson Township Local School District
Position Summary
Assists the Superintendent to provide confidential, professional, and comprehensive administrative support to the Superintendent and serves as a key liaison between the Superintendent''s Office, Board of Education, district staff, community stakeholders, and external partners.
This position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced educational environment.
This position will supports the effective operation of the Superintendent''s Office by coordinating executive-level administrative functions, managing confidential information, supporting Board of Education operations, maintaining district records, facilitating communication, and ensuring compliance with applicable laws, regulations, and district procedures.
Reports To: Superintendent of Schools
Employment Status: Full Time
Work Calendar: 260 Days
Essential Duties and Responsibilities:
- Executive Support to the Superintendent
- Provide confidential administrative support to the Superintendent, including calendar management, scheduling, correspondence, and meeting coordination.
- Manage and prioritize appointments, meetings, deadlines, and commitments to maximize the Superintendent''s effectiveness.
- Prepare, edit, proofread, and distribute professional correspondence, reports, presentations, and other executive documents.
- Maintain confidentiality regarding personnel matters, legal matters, negotiations, student information, and other sensitive district issues.
- Conduct research, compile information, and prepare materials to support decision-making and district initiatives.
- Assist with preparation for leadership meetings, administrative meetings, and district events.
Board of Education Support
- Serve as the primary administrative support for the Board of Education and Superintendent''s Office.
- Prepare and distribute Board meeting agendas, supporting documents, notices, and related materials in accordance with Board policies and legal requirements.
- Maintain official Board records, including minutes, resolutions, policies, and correspondence.
- Coordinate Board meeting logistics, including scheduling, materials preparation, and communication with Board members and district administrators.
- Assist with compliance requirements related to public meetings, public records, and district governance.
Communication and Public Relations Support
- Serve as a professional point of contact for staff, parents, community members, governmental agencies, and visitors contacting the Superintendent''s Office.
- Assist with district communications, announcements, newsletters, website updates, and public information materials.
- Support the development and distribution of district communications in alignment with district goals and messaging.
- Promote a positive and professional image of the Superintendent''s Office and school district.
Administrative Operations and Record Management
- Serves as the district''s central enrollment contact, receiving and processing all enrollment documentation. Upon completion of the enrollment process and receipt of all required paperwork, coordinates with families to schedule a tour of the appropriate school building.
- Maintain accurate and organized files, records, databases, and confidential documents.
- Manage electronic and physical records in accordance with district procedures and public records requirements.
- Assist with preparation of reports, presentations, surveys, and compliance documentation.
- Initiate requisitions, purchase orders, and other administrative documents as assigned.
Maintain office supplies, equipment, and operational needs of the Superintendent''s Office.
Human Resources and District Support
- Assist with personnel documentation, employment records, and administrative processes as directed.
- Support onboarding and off boarding procedures for district employees.
- Assist with scheduling interviews, maintaining applicant materials, and coordinating hiring processes.
- Support district-wide initiatives, committees, and special projects.
- Assist administrators and staff with information requests and operational needs.
Compliance and Professional Responsibilities
- Maintain knowledge of and comply with federal, state, and local laws, Board policies, and administrative procedures.
- Maintain confidentiality of student, employee, and district information.
- Demonstrate professionalism, integrity, and sound judgment in all interactions.
- Participate in professional development opportunities to enhance job effectiveness.
- Perform other duties as assigned by the Superintendent.
Required Qualifications:
- Associate degree or higher preferred.
- Minimum of five years of progressively responsible administrative support experience preferred.
- Experience working in an educational or governmental setting preferred.
- Strong knowledge of office procedures, record management, and administrative systems.
- Demonstrated ability to handle confidential information with discretion.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Proficiency with Microsoft Office Suite, Google Workspace, student information systems, and other technology platforms.
- Ability to establish and maintain effective working relationships with employees, Board members, students, families, and community members.
Desired Knowledge, Skills, and Abilities:
- Knowledge of public school district operations and governance preferred.
- Ability to prepare professional correspondence, reports, agendas, and meeting materials.
- Ability to work independently while exercising initiative and sound judgment.
- Strong attention to detail and accuracy.
- Ability to maintain composure and professionalism in challenging situations.
- Ability to communicate effectively with diverse stakeholders.
- Commitment to supporting the mission, vision, and goals of the school district.
- Ability to operate standard office equipment and technology.
- Ability to work extended hours as needed, including occasional evening Board meetings and district events.
The Jefferson Township Local School District is committed to providing an educational environment that promotes excellence, equity, collaboration, and student success. The Executive Assistant to the Superintendent plays an essential role in supporting effective district leadership and operations.