Job Summary

Under the direction of the Superintendent, the Executive Assistant performs high-level, complex, and confidential administrative support duties to ensure the efficient operation of the Superintendent's office.  Responsibilities include coordination of communication, a high level of attention to detail, managing daily operations, adhering to State reporting calendar and internal timelines, and serving as liaison for internal and external stakeholders. 

Essential Duties and Responsibilities

• Provide executive-level administrative support to the Superintendent
• Perform complex clerical and secretarial duties with accuracy and minimal supervision, including drafting and editing correspondence, reports, and official documents
• Manage the Superintendent's calendar, schedule appointments, meetings, and conferences
• Relay telephone calls, emails, and other communications to superintendent and provide timely responses demonstrating ability to prioritize appropriately
• Prepare and maintain confidential files and records, including official district policies, reports, and legal documents
• Prepare articles and announcements
• Coordinate communications and materials for Board of Education meetings, including agenda preparation and distribution
• Maintain BOE Policy Manuals and official documentation
• Maintain BOE minutes, attachments, and all official proceedings
• Serve as a primary point of contact between the Superintendent's office and staff, parents, external organizations, and the public
• Interpret and disseminate district policies and procedures to stakeholders
• Understand and adhere to contracts
• Maintain accurate records of staffing and complete State reports with accuracy
• Develop systems of efficiency
• Take and transcribe minutes of meetings, correspondence, reports, etc. in shorthand, speed writing, rough notes
• Effectively schedule and coordinate meetings/events for successful execution
• Use technology to assist in preparing reports, correspondence, and presentations including appropriate software, printer, digital camera, scanner and other standard office equipment
• Adhere to system of approvals for reliable and consistent execution of requests
• Coordinate and execute special projects assigned by the Superintendent
• Compose, compile, and prepare reports, data, and materials for district leadership
• May require early morning, evening or weekend work

Qualifications:  Education & Experience

• Required: High school diploma or equivalent; postsecondary education preferred in business administration or related field
• Experience: Prior experience supporting senior leadership in an educational setting is preferred 

Essential Knowledge, Abilities & Skills

• Serve as a positive representative of the district in a professional manner
• Prepare confidential correspondence and maintain schedule of meetings and appointments
• Prepare statistical reports, including official State filings, bids, contracts, correspondence, and other reports with little direction from Superintendent
• Exercise good judgment in making decisions, projective planning and timely completion of ongoing projects
• Plan, organize, coordinate and support projects, work, and training for the school district and the Board of Education
• Prepare presentations, reports, memoranda, letters, calendars, agendas, and meeting minutes in accordance with the regulations governing the Board of Education, the town and the state
• Update website as needed
• Maintain the database and facilitate the notification process for emergencies and/or unexpected changes to the school schedule
• Maintain strict confidentiality
• Ability to coordinate and plan district events
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook) and office technologies
• Excellent organizational, problem-solving, and time management skills
• Ability to handle confidential and sensitive information with discretion
• Strong interpersonal skills and professional public relations demeanor
• Detail-oriented and strong organizational skills
• Ability to take notes and transcribe minutes
• Ability to effectively schedule, coordinate and execute meetings/events
• Ability to successfully manage contractual payments, prepare basic financial reports, and maintain accurate financial records, compliant with contracts and district policies
• Ability to use technology to assist in preparing reports, correspondence, and presentations including appropriate software, printer, digital camera, scanner and other standard office equipment

Note:    The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility.

We actively welcome diverse applicants. 

Interested candidates should submit a completed application at:

http://www.applitrack.com/easthaddam/onlineapp/

Questions can be directed to the Board of Education's office at 860-873-5090

The East Haddam Board of Education seeks employees of diverse backgrounds and is an equal opportunity employer for all persons without regard to race, color, religious creed, age, marital status, national origin, sex, sexual orientation, or physical disability.