Executive Administrative Assistant to the BOE and the Superintendent

Executive Administrative Assistant to the BOE & the Superintendent

Clinton City Schools

Job Description

Reports to: Superintendent and CCS Board of Education

Terms of Employment: 12 months

Nature of Job:

The Executive Administrative Assistant to the Board of Education and Superintendent provides high-level administrative support to ensure the efficient operation of the Superintendent’s Office. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with the Superintendent, Board of Education, top-level officials (legislative, community, city, as well as school) on frequently sensitive, confidential, and controversial matters. Considerable judgment and tact are required in handling the many diverse problems that occur.

This position requires discretion, professionalism, and the ability to manage sensitive and confidential information. The role focuses on coordinating Board of Education functions, supporting the Superintendent’s initiatives, and facilitating strong communication among district leaders, staff, families, and the community.

Education & Experience

Associate’s degree in Business Administration, Office Management, or related field (Bachelor’s degree preferred)

Minimum of five (5) years of progressive administrative experience, preferably in a public school system, government agency, or corporate executive office

Experience working with governing boards, senior executives, or in a high-profile administrative role is preferred

Knowledge, Skills, and Abilities

Possess exceptional written and verbal communication skills, including the ability to draft, edit, and proofread professional correspondence and documents

Ability to make relatively complex mathematical computations rapidly and accurately

Proficiency in Microsoft Office Suite, Google Workspace, and electronic board management platforms

Ability to use a computer and word processing equipment, spreadsheets, and database software programs, and rapid data entry keyboarding functions

Extensive knowledge of office administration practices, procedures, and technology

Ability to work well under pressure with constant deadlines and frequent interruptions

Ability to interact with top-level officials and all staff with tact, courtesy, and diplomacy

Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines

Demonstrated ability to handle confidential information with integrity and discretion

Strong problem-solving skills, attention to detail, and the ability to anticipate needs proactively

Ability to plan and coordinate meetings, events, and logistics with efficiency and accuracy

Ability to establish and maintain effective working relationships with administrators, teachers, students, parents, and community partners

Knowledge of parliamentary procedures and familiarity with state and federal regulations affecting public boards (preferred)

Essential Duties and Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them if the work is similar, related, or a logical assignment to the position.

Board of Education Support

• Prepare, distribute, and maintain agendas, minutes, and official records for all Board of Education meetings in compliance with state and local regulations
• Coordinate logistics for regular and special Board meetings, including public notifications, room setup, technology, and live streaming when required
• Serve as the primary point of contact for Board members regarding scheduling, documentation, and communications.
• Maintain official records of Board actions, policies, and resolutions, ensuring accessibility and compliance with retention requirements.

Superintendent Support

• Manage the Superintendent’s calendar, scheduling appointments, meetings, and speaking engagements
• Screen communications, prioritize requests, and prepare briefing materials for the Superintendent
• Draft, edit, and format correspondence, reports, and presentations on behalf of the Superintendent
• Coordinate travel arrangements, reimbursements, and itineraries for the Superintendent and Board members as needed

Communication & Coordination

• Serve as a liaison between the Superintendent, Board of Education, district administrators, and external stakeholders
• Maintain consistent and professional communication with staff, parents, community partners, and government agencies
• Support district-wide initiatives by providing administrative assistance, ensuring accuracy and timeliness of information shared

Office & Program Management

• Supervise the daily operations of the Superintendent’s Office, ensuring efficiency, organization, and responsiveness
• Maintain databases, records, and filing systems for easy retrieval of information
• Oversee confidential personnel, legal, and contractual documents with the utmost discretion
• Assist in preparing budget information, purchasing supplies, and monitoring office expenditures
• Stay current on research, best practices, and instructional innovations in education
• Maintain professional licensure and participate in ongoing professional growth opportunities
• Perform other duties as assigned by the Executive Director of Instructional Services and the Superintendent

Disclaimer

This job description is intended to outline the general nature and level of work performed within this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required of employees assigned to this position.