Job Overview
Florida A&M University Developmental Research School (FAMU DRS) is seeking a highly organized, professional, and experienced Executive Secretary to provide comprehensive administrative and executive-level support to the Office of the Superintendent.
The ideal candidate will be a polished and dependable professional who demonstrates excellent judgment, discretion, initiative, and attention to detail. This position requires the ability to manage competing priorities, communicate effectively with a wide range of stakeholders, and maintain the highest level of professionalism and confidentiality in a fast-paced K–12 educational environment.
Essential Responsibilities
The Executive Secretary serves as a key administrative support professional within the Office of the Superintendent. Responsibilities include, but are not limited to:
- Provide comprehensive administrative and executive support to the Superintendent and the Office of the Superintendent.
- Manage the Superintendent’s calendar, including scheduling and coordinating meetings, appointments, events, and other commitments involving internal and external stakeholders.
- Coordinate complex meetings and maintain effective communication with school administrators, university officials, employees, families, community partners, consultants, and other stakeholders.
- Manage incoming telephone calls, correspondence, and electronic communications and ensure matters are appropriately routed, prioritized, and addressed.
- Draft, proofread, edit, format, and prepare professional correspondence, memoranda, reports, presentations, meeting materials, and other documents.
- Maintain confidential records, files, correspondence, and other sensitive information with a high degree of discretion.
- Assist with the preparation and coordination of meetings, including agendas, supporting materials, meeting logistics, and follow-up items.
- Review and summarize reports, correspondence, and other documents for the Superintendent as needed.
- Assist with data collection, organization, analysis, and preparation of reports.
- Track requests, deadlines, and action items originating from or requiring the attention of the Superintendent’s Office.
- Work collaboratively with school and district administrators and staff to support the effective operation of the Superintendent’s Office.
- Serve as a professional and courteous point of contact for employees, families, university officials, community members, and other stakeholders.
- Exercise sound judgment when handling sensitive, confidential, or time-sensitive matters.
- Perform other duties and special assignments as directed by the Superintendent.
Minimum Qualifications
A high school diploma or equivalent and four (4) years of related administrative experience; or a combination of post-secondary education and related experience equivalent to four (4) years.
Preferred Qualifications
Bachelors degree and two years of related work experience are preferred.
Skills
- Excellent executive calendar management and scheduling skills, including experience coordinating complex meetings and competing priorities.
- Strong administrative, organizational, and time-management skills.
- Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Experience preparing professional presentations, correspondence, reports, and executive-level documents.
- Strong written and verbal communication skills, including excellent grammar, proofreading, and editing abilities.
- Ability to communicate professionally and effectively with individuals at all levels of an organization.
- Strong interpersonal and customer-service skills, including the ability to effectively assist individuals who may be upset, frustrated, or seeking immediate assistance.
- Ability to work effectively in a fast-paced, high-pressure environment while managing multiple priorities and deadlines.
- Ability to handle sensitive and confidential information with the highest degree of professionalism and discretion.
- Ability to anticipate needs, identify potential issues, and follow through on assignments with minimal supervision.
- Ability to remain flexible, resourceful, composed, and solutions-oriented when priorities change.
- Commitment to supporting students, families, employees, and the broader school community.
Pay: $42,000.00 - $43,500.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
