Job Title: Executive Director Assistant
FLSA Status: Non-exempt
Pay Grade: 208
Work Days: 226
Reports To: Executive Director
Primary Purpose
To provide administrative support to the Executive Director, the Board of Directors, and the ESC.
Qualifications
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education/Certification
- High School Diploma or equivalent.
- College coursework appropriate to the position or office administration certification preferred.
Special Knowledge/Skills
- Team oriented attitude and desire to work collaboratively with ESC staff campus/district/charter school personnel.
- Ability to use personal computer and software to develop spreadsheets and word processing.
- Proficiency in keyboarding, spelling, and punctuation.
- Experience in creating correspondence, reports, brochures, graphics, and spreadsheets with computer software.
- Ability to manage staff schedules, prioritize tasks, and manage assigned internal systems.
- Strong organizational, communication, public relations, and interpersonal skills.
- Excellent multi-tasking and problem-solving skills.
- Such alternatives to the above qualifications may be appropriate.
Experience
- Minimum of five years of successful secretarial and/or administrative experience.
Essential Duties and Responsibilities
- This job description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions.
This position may be partially or completely funded using grant and/or federal monies and is assigned programs to include activities designed to enhance the effective and coordinated use of funds.
- Actively participate in and/or provide leadership for inter-departmental teams to help improve student performance in the region, improve the ESC's internal operations, and meet the established goals and objectives for the ESC.
- Is responsive as the first point of contact to all stakeholders in the education community.
- Prepare correspondence, memoranda, and reports for the Executive Director.
- Greet visitors, respond to routine inquiries from staff and the public, and refer inquiries or problems to the appropriate person.
- Answer incoming calls and handle questions from the public, outside agencies, Board of Directors, and staff.
- Organize and manage routine work activities of the Executive Office.
- Use proper grammar when communicating in oral and written formats.
- Prepare and post Board agendas and records.
- Record minutes of executive staff and Board meetings.
- Collect, organize, copy, and bind materials for Board meetings; and distribute them to Board members.
- Compile information and prepare reports as needed.
- Schedule appointments and maintain the Executive Director's calendar.
- Maintain physical and computerized files, including Board minutes and closed session records.
- Assist with travel arrangements for Board members and administrators as needed, including booking hotel reservations and conference registrations.
- Maintain office supplies as needed.
- Maintain a good attitude and interact at a professional level while working cooperatively with other members of the staff to accomplish the goals and objectives of the department and the service center.
- Always manage and maintain confidentiality of communications and information in accordance with Center policy and procedures.
- Review and distribute mail.
- Attend work daily in order to meet the goals and objectives of the ESC
- Perform other administrative/secretarial duties as assigned.
Supervisory Duties
None
Equipment/Specialized Software Used
Computers, projection devices, control panels in meeting rooms, printers, productivity software, software specific to the job assignment, network resources, internet resources, and other hardware and software necessary to perform the functions of the job effectively and efficiently.
Working Conditions (Mental Demands/Physical Demands/Environmental Factors)
Mental: Public relations and people skills are always required, work with frequent interruptions, and maintain professional composure and confidentiality under stress.
Physical: Occasional prolonged and irregular hours, ability to move tables and chairs and load/unload boxes and materials. Prolonged use of a computer.
Environmental: Open cubicles/workstations.
Evaluation
Annual performance evaluation will be performed in accordance with the adopted policies of the Education Service Center Region 11. Employment in this position is contingent upon performance, need, and funding.