Date Posted September 13, 2023
Industry K-12: Public Schools
Certification Needed
Job Status Full-time
Salary Not Specified


Job Title:

Executive Assistant I

Pay Grade:

Classified 11


Chief Operations Officer




Division of Operations



Primary Purpose:

The Executive Assistant I provides administrative and operational support to the Chief Operations Officer.

Essential Duties:

  • Works directly with the Chief Operations Officer to support all aspects of his/her daily work routine.
  • Maintains calendars, including scheduling meetings, appointments, and travel arrangements. Exercises discretion in committing time and evaluating needs.
  • Receives and screens phone calls and visitors, answering various questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
  • Works with other staff/teams/departments as needed; plays a vital role in the collaboration of staff efforts both within and outside the department.
  • Assists with monitoring and communication regarding projects and programs managed by the Division of Operations.
  • Assists in activities and processes, including project planning, intake, prioritization, initiation, execution, and training, and fosters collaboration between end-users and key stakeholders.
  • Assists with developing presentations and other documents for internal and external audiences.
  • Assists with prioritization of matters of attention; redirects matters to staff to handle or handles matters personally, as appropriate.
  • Keep the Chief Operations Officer advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Routinely performs a wide variety of support duties.
  • Composes and prepares letters relating to routine correspondence.
  • Schedules departmental meetings; assists in preparing and distributing meeting agendas and materials.
  • Prepares, reconciles, and submits expense reports.
  • Maintains paper and electronic filing systems.
  • Maintains confidential and sensitive information.
  • Attends meetings and takes notes of discussion; prepares the initial draft of minutes and summaries.
  • Completes various special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Performs other duties as assigned.

Minimum Qualifications

  • Associates or Bachelor’s degree preferred.
  • Three to five years’ prior experience in supporting senior management.
  • Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
  • Exceptional writing, editing, and proofreading skills.
  • Excellent organization and time-management skills.
  • Demonstrates exceptional written and oral communication skills and interpersonal skills.

The Ideal Candidate Is:

  • A detail-oriented self-starter with prior administrative experience supporting senior management.
  • Someone who exhibits sound judgment with the ability to prioritize and make decisions.
  • Energetic and eager to tackle new projects and ideas.
  • Comfortable interacting with staff at all levels.
  • A team player capable of cultivating productive working relationships across the school system.
  • Resourceful, can-do attitude.
  • Thrives in a fast-paced environment.
  • Professional and positive attitude and demeanor.
  • Customer-focused and results-

Essential Physical Requirements: (The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

Mobility to work in a typical office setting and use standard office equipment; strength and agility to lift and carry objects such as files, boxes of paper, office supplies, and office equipment weighing up to 30 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person or over the telephone.