Executive Secretary

POSITION TITLE: Executive Secretary

CLASSIFICATION: Full time, twelve-month; exempt; confidential

REPORTS TO: Principal

WORK SCHEDULE: Monday-Friday, on a schedule to be determined by the Superintendent/Principal; occasional work outside regular work hours

GENERAL SUMMARY: The Executive Secretary provides high-level administrative support to the Main Office (includes Principal, Director of Human Resources, Executive Assistant to the Superintendent, and other administrators as needed). This role involves frequent interaction with staff, students, families, and the public, and requires professionalism, confidentiality, and exceptional organizational and technology skills.

ESSENTIAL JOB FUNCTIONS:

• Maintain professional confidentiality in all matters.
• Demonstrate professional phone etiquette, active listening, and courteous communication.
• Use technology tools effectively to create correspondence, reports, newsletters, and various documents.
• Respond to and manage mail and email directed to the Principal's office.
• Oversee calendar management for the Principal and the schools master calendar, including staff schedules, field trips, assessments, athletics, events, and more.
• Prepare the annual school calendar for School Committee approval.
• Oversee data management in the student information system (Aspen), including scheduling, grades, and student records.
• Coordinate communication and deadlines related to student grade reports and report card distribution.
• Maintain confidential personnel records, including evaluations and disciplinary Documents.
• Support the process for collective bargaining and prepare the Principal's and Director of Human Resources recommendations for collective bargaining.
• Receive and process employee grievances as directed by the Principal and Director of Human Resources.
• Prepare agendas and scripts for meetings and hearings; attend and take minutes as required.
• Draft Principal's report for School Committee meetings
• Assist with creating and posting School Committee meeting agendas and memos, upload materials to BoardDocs, and coordinate presentations, certificates, and invitations.
• Serve as Recording Secretary for the School Council; coordinate elections, prepare agendas, attend meetings, and produce minutes.
• Assist in developing the annual budget and manage and reconcile the Principal's office budget
• Coordinate and attend school events such as Staff Opening Day, Parent Nights, Awards Night, and Graduation.
• Prepare and update the student and employee handbooks, including all enclosures.
• Support onboarding of new employees through position posting, scheduling interviews, notifications of appointments, contracts, and onboarding.
• Organize, annual set up, tracking and distribution of required mandated training (currently in Litix) and State Ethics training for all staff, including coaches
• Maintain personnel records including in Aspen, and including MEPIDs (state IDs).
• Maintain updated emergency contact information for faculty and staff.
• Manage, process and track CORI and fingerprinting for all employees, volunteers and contractors.
• Provide administrative support to the main office regarding compliance and organizational systems.
• Create and maintain personnel files, ensuring all required documentation is complete and organized.
• Manage, process, and track work permits for students as requested.
• Assist with maintaining the school website's folders.
• Maintain regular attendance and punctuality.
• Perform general office tasks such as filing, photocopying, and document management.
• Carry out additional related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proven ability to handle sensitive and confidential information with discretion
• Exceptional organization and attention to detail
• Proficiency in Google Suite, Microsoft Office, and standard office equipment
• Strong verbal and written communication skills
• Ability to work independently and manage complex assignments with minimal supervision
• Ability to remain composed in high-pressure situations
• Excellent interpersonal skills with students, staff, and the school community
• Basic understanding of business mathematics
• Willingness and ability to learn and comply with district procedures and legal requirements

EDUCATION AND EXPERIENCE: High school diploma or equivalent required. Minimum of 5 years of experience in a responsible administrative or secretarial role. Experience in vocational or regional school settings preferred.

WORK ENVIRONMENT: The work environment characteristics described here are representative to those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS: Minimal to light physical effort is generally required in performing duties in an office environment. This position requires the ability to operate a computer keyboard and standard office equipment at efficient speed and for lengthy periods of time. The position requires evening meetings as requested by the Superintendent.

NOTE: This position description describes the general nature of the work to be performed by an employee in this position and is not intended as an exhaustive list of all responsibilities or skills required. The employee must perform such other appropriate functions as may be assigned by the Superintendent/Principal or Executive Assistant.