Job Title: Executive Assistant to the Superintendent.
Department: Senior Staff.
Reports to: Superintendent.
Effective date: 7/1/24.
Job Type: Full time.
Compensation: $54,000-$75,000.
Western School of Science and Technology: A Challenge Foundation Academy exists to transform Maryvale by improving low-income west Phoenix students’ opportunities for advancement in the new, global, technological economy by providing needed preparation for the academic rigors of college graduation leading to career success.
Purpose: The purpose of an executive assistant to a school superintendent is to provide high-level administrative support to ensure the superintendent can focus on their primary responsibilities of leading and managing the school district. Overall, the executive assistant to the school superintendent plays a crucial role in enhancing the efficiency and effectiveness of the superintendent's office, thereby contributing to the smooth operation and success of the school district.
The key roles and responsibilities typically include:
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Administrative Support: Managing the superintendent's calendar, scheduling meetings, and coordinating appointments to ensure efficient time management.
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Communication: Serving as a point of contact between the superintendent and Board Members, other stakeholders, including staff, parents, board members, and the community. This includes managing correspondence, preparing reports, and drafting communications.
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Meeting Coordination: Organizing and coordinating meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.
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Confidentiality: Handling sensitive and confidential information with discretion and maintaining confidentiality in all aspects of the role.
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Project Management: Assisting with special projects, research, and initiatives as directed by the superintendent, ensuring timely and successful completion.
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Documentation and Record-Keeping: Maintaining records, files, and documents to support the superintendent's work and the overall functioning of the school district.
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Liaison Role: Acting as a liaison between the superintendent and school district staff, ensuring smooth communication and coordination.
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Problem-Solving: Addressing and resolving issues that arise in the superintendent's office, ensuring that day-to-day operations run smoothly.
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Support in Decision-Making: Providing support by gathering information, conducting research, and preparing briefing materials to aid the superintendent in making informed decisions.
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Event & Fundraising Coordination: Planning and organizing events, such as school district meetings, community events, and other functions where the superintendent's presence is required.
Job Summary:
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The Executive Assistant to the Superintendent provides administrative support for the Superintendent.
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The Executive Assistant to the Superintendent organizes and performs administrative work of a high level with minimal supervision.
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The Executive Assistant to the Superintendent plays an integral role in the daily administrative operations and communications for the school.
Duties and Responsibilities:
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Assists the Superintendent in general administrative operations.
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Acts as liaison for the school board in community contacts.
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Performs administrative work of a high level with minimal direction and supervision.
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Prioritizes, composes, edits and formats documents on own initiative or when directed.
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Maintains diplomatic and helpful manner when dealing with the public, staff and Board of Directors.
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Coordinate, attend, participate in, and record minutes of Superintendent’s administrative team meetings.
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Establish and maintain the filing system of the Superintendent.
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Organizes, assembles, distributes and prepares School Board agenda with supporting documentation to School Board members, administrators and the public.
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Supervises preparation of School Board meeting site.
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Researches and responds to questions or requests by School Board members, staff or community members.
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Manages Superintendent’s calendar & schedules meetings.
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Provides historical information related to school board agendas, official activities and decisions to the Superintendent.
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Completes special projects and reports.
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Compiles statistics and gathers other data as the Superintendent may require.
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Prepares data for public dissemination of information.
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Provides assistance and information to candidates and/or new board members.
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Writes weekly staff newsletter.
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Plans/schedules time, facilities and equipment/services for meetings, workshops, special events, receptions, etc.
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When appropriate, develop and arrange for distribution of invitations to special events.
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Makes travel plans (hotel reservations and registration) for conventions and conferences for Superintendent.
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Performs other comparable duties as assigned.
Requirements"
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Associate Degree required, Bachelor Degree Preferred.
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Valid State of Arizona “IVP” Fingerprint Clearance Card (or acquired prior to employment).
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Required: Bilingual: Spanish/English.
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Experience with Google Suite.
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Microsoft Word.
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Experience with Excel and data analysis.
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Excellent communication skills (written and spoken).
Benefits:
We believe that all our staff are essential in carrying out the mission of Western and we have sought and will continue to seek to add to the list of benefits offered.
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Free employee medical insurance.*
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Free employee dental insurance.*
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Free employee vision insurance.*
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Free mental health supports dental .
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Qualification for 3% employer-match safe harbor 401(k).
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Bonuses awarded yearly based on performance and longevity.
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$500 toward personalized professional development.
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School Laptop.
- 50% of dependent medical, dental, and vision monthly premiums covered.
What do we look for in a team member?
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Strong commitment to our college-bound mission and core values (Achievement, Innovation, Respect, Responsibility, Relevance).
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Passion for working with families living in low-income urban Phoenix communities.
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Excellent communication skills (written and spoken).
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Former experience in this field.
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Superior knowledge of education laws and regulations.
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Demonstrates taking personal ownership for his or her own development; growth mindset.
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Preference will be given to individuals who have experience working in the target community or in a demographically-similar community and prior experience in a similar role.
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Valid State of Arizona “IVP” Fingerprint Clearance Card (or acquired prior to employment).
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Excellent communication skills (written and spoken).