Executive Assistant to the Superintendent

TOWNSHIP HIGH SCHOOL DISTRICT 211

Title: Executive Assistant to the Superintendent

Qualifications:

1. High school diploma or equivalent
2. Associate's degree or equivalent experience in office management, business administration, or a related field (preferred)
3. A minimum of five (5) years' successful executive level assistant experience, preferably in a school setting
4. Exemplary knowledge of Microsoft Office suite and Google Workspace
5. Proficiency with online agenda and meeting management platforms, Diligent Community preferred
6. Knowledge of Board governance procedures and public meeting requirements
7. Exceptional written and oral communication skills, including strong grammar, proofreading, and editing abilities to ensure accuracy and clarity in correspondence, reports, and official documents
8. Excellent customer service, organization, prioritization, analytical, and interpersonal skills
9. Sound judgment, a high level of trustworthiness, and respect for confidentiality
10. Ability to work quickly and accurately in a deadline-driven environment with frequent interruptions
11. Ability and willingness to work overtime during high needs times of the year as directed
12. Familiarity with the Illinois Open Meetings Act, Freedom of Information Act, and applicable education laws (preferred)

Reports To: Superintendent of Schools

Supervises: N/A

Objective: To provide high-level administrative, organizational, and communication support to the Superintendent and the Board of Education, ensuring the smooth and efficient operation of the Superintendent's Office while fostering positive relationships with staff, community members, and stakeholders.

Performance Responsibilities:

Superintendent's Office Management A. Oversees the daily operations of the Superintendent's office, ensuring efficiency and organization. B. Serves as an initial point of contact and responds to various requests and inquiries from District employees and outside entities. C. Screens calls, visitors, and requests while exercising independent judgment regarding priorities and appropriate responses. D. Manages correspondence, including emails and mail, responding or directing inquiries as appropriate. E. Manages calendars, appointments, meetings, and travel arrangements.

F. Coordinates meetings and prepares agendas, reports, presentations, and meeting materials. G. Coordinates District events, recognition programs, community meetings, and other gatherings. H. Gathers, organizes, analyzes, and inputs large quantities of data (including confidential data) with speed and accuracy for a variety of regulatory, legal, and other purposes. I. Completes a high volume of computer-based work using specialized software and databases, sometimes with short timelines or to meet established deadlines. J. Prepares, edits, and formats high quality draft and finalized letters, memos, and other materials, ensuring completeness, accuracy, and compliance with laws, policies, and procedures. K. Engages in problem solving by analyzing situations and communicating effective solutions both verbally and in writing. L. Assists with budget management and purchasing, in compliance with established District procedures.

Board of Education Support A. Serves as liaison between the Board of Education, Superintendent, and district administrators, and community members. B. Assists with coordination of Board of Education meetings, as needed. C. Assists with the preparation of Board meeting agendas in collaboration with the Superintendent and other designated officials. D. Compiles, proofreads, and assists with the distribution of Board agenda materials within established timelines. E. Assists with the preparation and processing of Board resolutions, legal notices, oaths of office, election documents, and official certifications. F. Serves as backup Recording Secretary for the Board of Education, as delegated. G. When the primary Recording Secretary is unavailable, attends Board meetings, records official proceedings, prepares accurate meeting minutes, and maintains official Board records. H. Complies with the Illinois Open Meetings Act (OMA), Freedom of Information Act (FOIA), Local Records Act, and Board policies.

Other Responsibilities A. Works cooperatively with co-workers and other District employees. B. Demonstrates considerable judgment and tact when handling the diverse issues that arise. C. Maintains a regular, organized filing system, including locked, confidential files. D. Maintains high standards of professionalism and confidentiality and actively models these for others. E. Works well under pressure with tight deadlines and frequent interruptions. F. Follows complex oral and written instructions. G. Performs other related duties as assigned.

Terms of Employment: Exempt 4 Position 12-Month Position Salary and fringe benefits as established by the Board of Education

Evaluation: Performance will be evaluated by the Superintendent or designee in accordance with the District's evaluation procedures

Pension System: Illinois Municipal Retirement Fund (IMRF)

FLSA Status: Non-Exempt

Date: Last Revised October 8, 2026