Executive Assistant to the Deputy Superintendent- 2026-27 SY

BEAUMONT INDEPENDENT SCHOOL DISTRICT Job Description JOB TITLE: Executive Assistant to the Deputy Superintendent CLASSIFICATION: Non-Exempt REPORTS TO: Deputy Superintendent PAY GRADE: Para 9 DAYS: 235 LOCATION: Administration DATE REVISED: August 18, 2026 PRIMARY PURPOSE: Beaumont Independent School District serves approximately 16,315 students across 26 schools and plays a central role in the strength and future of the Beaumont community. As a district with deep history and resilience, BISD is committed to building a school system where every student experiences strong teaching and meaningful learning every day. BISD is focused on strengthening student outcomes through a coherent approach to instructional excellence, leadership development, and system alignment. The district is working to ensure that every student is known, supported, challenged, and prepared, with improvement that is not temporary, but sustained through clear expectations, aligned systems, and disciplined execution. Achieving this vision requires strong, forward-thinking leadership. BISD is seeking dedicated, results-driven leaders who are committed to improving outcomes for all students and building a system where resources, people, and priorities are aligned to what matters most- teaching and learning. Join us in building a stronger, more coherent school system for Beaumont-one where every decision strengthens student outcomes and long-term system effectiveness. ABOUT THE POSITION: Reporting to the Deputy Superintendent, the Executive Assistant to the Deputy Superintendent provides high-level administrative, clerical, and operational support to ensure the efficient functioning of the Deputy Superintendent's office. The position manages calendars, communications, meeting logistics, confidential records, and day-to-day office operations; serves as a primary point of contact for internal and external stakeholders; and handles sensitive information with absolute discretion. The role requires strong organization, professional judgment, and the ability to manage multiple priorities in a fast-paced executive environment. This position supports one of the District's two Deputy Superintendents (Organizational Effectiveness or School Effectiveness). Duties may vary based on the assigned Deputy's portfolio while maintaining the same core executive-support expectations.

Key responsibilities include: Office Management & Calendar Support Organize and manage the routine work activities of the Deputy Superintendent's office. Maintain the Deputy Superintendent's calendar; schedule appointments, meetings, and events with appropriate prioritization. Coordinate travel arrangements, conference registration, and related logistics for the Deputy Superintendent. Screen and prioritize incoming calls, mail, and electronic communications; route or respond as appropriate. Greet visitors and respond to routine inquiries from staff, parents, and the public; refer complex matters appropriately. Communications & Correspondence Prepare, type, edit, and proofread correspondence, memos, reports, and presentations for the Deputy Superintendent. Compose routine correspondence and communications independently or from oral direction, including confidential materials. Assist with drafting emails, memos, and other communications on behalf of the Deputy Superintendent. Maintain professional telephone etiquette; take accurate messages and ensure timely follow-up. Meeting, Event & Project Support Coordinate meetings for the Deputy Superintendent, including scheduling, room/venue arrangements, catering, materials, and participant notifications. Prepare agendas, packets, and supporting materials for leadership, departmental, and other meetings as assigned. Take notes or minutes when requested; track action items and support follow-up. Support special projects and initiatives directed by the Deputy Superintendent. Technology, Presentation & Digital Support Create, edit, and refine professional presentations, slide decks, and visual materials using PowerPoint, Canva, or comparable tools in support of the Deputy Superintendent and Ops leadership meetings. Partner with the Deputy Superintendent and department leaders during collaborative presentation work sessions; contribute real-time edits and formatting in shared slide decks. Use AI tools (e.g., ChatGPT, Microsoft Copilot, Claude, or similar) to support drafting, research, summarization, and administrative workflow efficiency, applying sound judgment with confidential and privileged information. Prepare meeting materials, briefing documents, and visual aids that reflect a high standard of clarity and professionalism. Demonstrate strong technology aptitude and proactively adopt digital tools that improve the efficiency of the Deputy Superintendent's office. Records, Files & Confidential Support Maintain and update confidential files and records for the Deputy Superintendent's office in accordance with District records retention requirements. Handle highly confidential information related to personnel, students, legal matters, and executive decision-making with absolute discretion. Compile information and prepare reports as needed for the Deputy Superintendent and senior leadership. Support documentation needs related to Board or Cabinet items when assigned. Budget & Administrative Support Assist with monitoring and maintaining budgets associated with the Deputy Superintendent's office as assigned. Prepare and process purchase requisitions, check requests, and related administrative transactions as directed. Report and verify department absences in the District's timekeeping system as required. Order and maintain office supplies and coordinate routine office needs. Liaison & Representation Serve as a primary point of contact and liaison between the Deputy Superintendent's office and campuses, departments, senior leadership, and external stakeholders. Exercise sound judgment in screening and directing issues to the appropriate person or department. Represent the Deputy Superintendent's office in a professional, positive manner at all times. Perform other duties as assigned that are consistent with the purpose and level of this position. QUALIFICATIONS: Education/Certification: High school diploma or GED required. Associate's degree, business administration coursework, or advanced clerical/office management training preferred. Special Knowledge/Skills: Strong organizational, communication, and interpersonal skills; ability to manage multiple complex priorities with accuracy. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and modern presentation/design tools (PowerPoint, Canva, or similar). Demonstrated ability to create professional presentations and visual materials. Demonstrated comfort and proficiency using AI tools (e.g., ChatGPT, Microsoft Copilot, Claude, or similar) to accelerate drafting, research, summarization, and administrative tasks, with appropriate judgment regarding confidential information. Knowledge of school district organization, operations, and administrative policies preferred. Ability to compose, edit, and proofread correspondence and documents with a high degree of accuracy. Ability to exercise independent judgment within established guidelines and to handle confidential information with absolute discretion. Professional demeanor; ability to work effectively with senior leadership, staff, parents, and the public under time-sensitive conditions. Strong customer-service orientation and telephone etiquette. Experience: Minimum of three (3) to five (5) years of progressively responsible secretarial, administrative, or executive-support experience preferred. Experience supporting a senior administrator or executive in a public education, governmental, or comparable setting strongly preferred. Measures of Success The Deputy Superintendent's calendar, communications, and office workflow are managed accurately and proactively. Meetings and events are coordinated with complete materials and clear logistics. Confidential information is consistently protected; files and records are organized and current. Internal and external stakeholders receive professional, timely responses and appropriate routing of issues. The Deputy Superintendent receives reliable executive-level administrative support that protects time for priority work. Presentations, slide decks, and meeting materials are produced at a professional standard; AI and digital tools are used effectively to increase office efficiency without compromising confidentiality. Assigned budgets, requisitions, and administrative transactions are handled accurately and on time. WORKING CONDITIONS: Mental Demands Maintain emotional control under stress; manage multiple priorities and frequent interruptions. Work occasional irregular or extended hours when executive schedules, Board-related activity, or deadline-driven projects require it. Physical Demands Prolonged sitting and computer use; occasional standing, walking, bending, and light lifting of files and materials. CONDITIONS OF EMPLOYMENT / COMPLIANCE: Employment is contingent upon successful completion of all pre-employment reviews required by District policy and law, including criminal history record information review and any fingerprinting or other background-check requirements applicable to the position. The District may disqualify a candidate whose criminal history indicates a threat to students or employees or is otherwise inconsistent with the duties of the position. Where the position requires educator certification or other credentials, employment is contingent upon verification of valid credentials. Contract personnel must possess valid credentials before contracts are issued. Employees who earn certificates, endorsements, or higher degrees must file the required documentation with the District. Employees are expected to comply with all applicable Board policies, administrative procedures, and legal requirements governing employment, conduct, confidentiality, and assignment. Continued employment is subject to ongoing compliance with District expectations and applicable law. The Beaumont Independent School District does not discriminate on the basis of race, color, national origin, gender, age, material status or handicapping condition in its programs, services, activities or employment practices as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973, as amended; and the Age Discrimination Act of 1975. BISD is committed to providing a free and appropriate public education for all students. The above statements describe the general purpose and responsibilities assigned to the job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. This job description is not an employment agreement or contract. The administration has the exclusive right to alter this job description at any time without notice. Approved by Immediate Supervisor: Date: Reviewed by HCT Director: Date: Received by Employee: Date: