Executive Assistant to the Superintendent and Board of School Trustees

WESTFIELD WASHINGTON SCHOOLSJob DescriptionExecutive Assistant to the Superintendent and Board of School TrusteesReports To: SuperintendentTerms Of Employment247 Days Per Year7.5 Hours Per DayFLSA Status: ExemptPosition SummaryThe Executive Assistant to the Superintendent and Board of School Trustees provides high-level administrative, organizational, and confidential support to the Superintendent while serving as a key liaison among district leadership, the Board of School Trustees, staff, families, community stakeholders, and external agencies.This position plays a critical role in supporting effective district governance, executive operations, communication, and organizational efficiency. The Executive Assistant must demonstrate exceptional professionalism, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced public education environment.The individual in this role serves as a trusted partner to district leadership and helps ensure the efficient operation of the Superintendent's Office and Board functions.QualificationsBachelor's degree preferred; associate degree or equivalent administrative experience consideredMinimum of 35 years of progressively responsible executive administrative support experience preferred, particularly in public education, government, or organizational leadership settingsDemonstrated ability to maintain strict confidentiality and exercise sound professional judgmentStrong organizational, multitasking, and time-management skillsExcellent written, verbal, and interpersonal communication skillsProficiency in Microsoft Office Suite, Google Workspace, BoardDocs, and related office technology systemsKnowledge of school district operations, Board governance procedures, public meeting requirements, and records management preferredAbility to work independently, prioritize responsibilities, and meet deadlines with minimal supervisionAbility to establish and maintain effective working relationships with district staff, Board members, families, and community stakeholdersEssential Duties And ResponsibilitiesExecutive Leadership SupportManage and maintain the Superintendent's calendar, appointments, meetings, conferences, and travel arrangementsCoordinate schedules and priorities to maximize efficiency and responsivenessPrepare correspondence, reports, presentations, agendas, and other documents on behalf of the SuperintendentScreen phone calls, emails, visitors, and correspondence; respond to or redirect inquiries appropriatelyMonitor deadlines, projects, assignments, and follow-up items to ensure timely completionServe as a professional representative of the Superintendent's Office in all interactionsExercise independent judgment in managing confidential and time-sensitive informationBoard Governance and ComplianceCoordinate all preparation, organization, publication, and distribution of the Board of School Trustees meeting agendas and supporting materialsManage and maintain the BoardDocs platform and related governance documentation systemsAttend Board meetings, including evening meetings, and prepare accurate official meeting minutes and recordsSupport Board policy review, updates, and maintenance through district policy management systemsEnsure compliance with applicable district policies, state regulations, public meeting requirements, and public records lawsCoordinate special Board meetings, executive sessions, and related governance activities as scheduledMaintain organized and accurate Board records, files, and archival documentationCommunication and Stakeholder RelationsFacilitate effective communication among district administrators, Board members, staff, families, community members, and external agenciesAssist with drafting and editing internal and external communications, announcements, presentations, and district correspondenceSupport district communication efforts, including emergency messaging systems and community notifications as neededServe as a liaison between the Superintendent's Office and district stakeholdersCoordinate recognition activities, special events, meetings, and district functionsSupport collaborative relationships across departments and schools throughout the districtOffice Operations and Administrative CoordinationOversee daily operations of the Superintendent's Office to ensure efficiency, professionalism, and responsivenessDevelop and maintain effective office procedures, filing systems, and organizational processesCoordinate meetings and events, including scheduling, preparation of materials, hospitality arrangements, and logisticsOrganize and maintain confidential records, reports, and district documentation in accordance with district proceduresAssist with purchase orders, invoices, reimbursements, and budget-related documentation as assignedProvide administrative coordination and operational support for district leadership initiatives and special projectsSupport district administrative teams as needed with reporting, documentation, and organizational processesCoordinate office coverage and maintain continuity of operations within the Administrative OfficeAssist with records retention and storage management proceduresSupport maintenance and coordination of office equipment and administrative resourcesConfidentiality and Professional ExpectationsHandle sensitive personnel, legal, student, and organizational matters with a high degree of confidentiality and professionalismDemonstrate professionalism, diplomacy, tact, and discretion in all interactionsMaintain composure and effectiveness in high-pressure or time-sensitive situationsRepresent the district in a positive and professional mannerMaintain high standards of accuracy, organization, and customer servicePreferred CharacteristicsProfessional demeanor and customer-service orientationHigh attention to detail and accuracyStrong problem-solving and decision-making abilitiesAbility to build positive relationships with diverse stakeholdersFlexibility and adaptability in a dynamic environmentAbility to anticipate needs and proactively address challengesCommitment to supporting the mission and values of Westfield Washington SchoolsPhysical RequirementsAbility to sit, stand, walk, and use standard office equipment for extended periodsOccasional lifting of materials up to 25 poundsAbility to attend evening Board meetings and district events as neededRegular Work Hours / Travel RequirementsMonday through Friday; standard workday established by district administrationAttendance at evening Board meetings, executive sessions, and district events as requiredMinimal travel required