South Burlington School District
About South Burlington School District:
At South Burlington School District, we believe in supporting the whole employee—inside and outside the workplace. We offer a comprehensive benefits package that includes amazing, competitively priced health insurance, dental coverage, sick time, professional time and other leaves. Additionally, we offer a robust retirement plan which for educators is through VT State Teachers Retirement; and for other staff consists of a 403b plan with up to 6% provided by the district. Employees may also enjoy professional development opportunities, tuition reimbursement, wellness initiatives, Employee Assistance Programs and meaningful work that directly impacts student success and community growth.
Job Title: Executive Assistant to Superintendent
Location: District Office
Job Group: Non-Union Support Staff
Pay Level: Exempt, Grade 36
Reports to: Superintendent
Summary: The Executive Assistant to the Superintendent provides high-level administrative and operational support to the Superintendent and serves as the office manager for the Superintendent’s Office. This position also provides administrative support to the South Burlington School District School Board. Responsibilities include managing complex schedules, communications, Board support functions, confidential information, and district-level administrative processes.
This position works closely with district leadership, school administrators, staff, families, community members, and external agencies to support the efficient operation of the Superintendent’s Office while maintaining professionalism, discretion, confidentiality, and strong customer service. The role requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced educational environment
Essential Duties and Responsibilities: (Other duties may be assigned)
Executive Office Functions
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Plan, organize and coordinate all administrative functions and activities for the Superintendent’s office and the School Board.
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Administrative functions include, but are not limited to; answering phones/email; greeting visitors; assisting callers, stakeholders and visitors as appropriate; redirect callers, stakeholders, or visitors as appropriate or take detailed messages if unable to assist; schedules appointments; returns calls as requested; answer questions about policy and procedures; and screen and distribute incoming mail.
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Serve as the liaison with both internal and external stakeholders including, all levels of staff, board members, parents, community members, legislative leaders, city leaders, and the media regarding district and school board issues and serves as a liaison to other departments, schools, districts, and agencies.
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Conduct research through various resources to gather information to support the Superintendent’s actions in the development of policies, budgets, external reports, and School Board requests.
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Learn, apply, and stay current on school district policies, laws, rules and regulations affecting the office of the Superintendent and the District
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Assist in resolving concerns of families and community members in a timely manner to provide the most professional and confidential high quality service to the community.
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Assist with the development, update, maintenance, and distribution of various written documents related to office functions, such as agendas, memos,forms, reports, policy statements, procedures manuals, and other information as needed or requested.
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Assist Human Resources with teacher seniority list, one year only letters, and reduction in force processes and procedures.
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Coordinate and distribute Teaching Assignments in preparation for the following school year.
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Organize and coordinate office activities and events by scheduling appointments, coordinating facilities, making meeting arrangements, coordinating travel arrangements, organizing and coordinating staffing, advertising/promotion, ordering supplies, materials, and food for meetings/events.
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Manages School Choice Program records and residency issues, and tracks/manages requests for tuition waivers in accordance with district policy and state law.
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Create and maintain academic school calendar, all school event calendar, etc.
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Act as coordinator for fundraising.
School Board Functions
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Provide administrative and office support to the School Board, including preparing correspondence, reports, and performing general office and clerical duties as needed.
- Serve as the administrative liaison between the School Board, Superintendent, Board committees, District administration, and community groups.
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Serve as the point of contact for School Board meeting agenda requests. Coordinate requests from internal and external stakeholders in accordance with established District procedures, gather necessary supporting materials, and communicate requests to the appropriate administrator or Board representative for review and approval.
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Plan and coordinate School Board meetings to ensure meetings are properly warned, posted, and advertised in compliance with applicable laws, regulations, and District policies .
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Responsible for the preparation and coordination of School Board meetings to ensure meetings are properly warned, posted, and advertised in compliance with applicable laws, regulations, and District policies
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Coordinate School Board purchasing requests, including the preparation and submission of purchase requisitions and purchase orders, and reconciliation of invoices to ensure accurate processing and recordkeeping
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Maintain official Board records and files, including agendas, minutes, reports, and related documentation
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Prepare and coordinate legal documents related to bond issues, including required distribution, advertising, and public postings.
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Track and follow up on Board requests, assignments, and action items to ensure timely completion.
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Coordinate and schedule travel, conference registrations, and related arrangements for Board members and/or administrators as needed
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Type and prepare correspondence, reports, and other District documents, and perform general clerical and administrative support functions.
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Conduct and research projects and gather information as requested by the School Board.
Communications/Public Relations Coordination
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Assist the Superintendent with the preparation and distribution of information and press releases to local media outlets and help maintain positive and professional media relations.
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Publish information and announcements to Front Porch Forum as requested.
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Post breaking news, emergency notifications, and other important updates to the District website in a timely manner.
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Assist with SchoolMessenger communications, including preparation and distribution of districtwide notifications and announcements
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Serve as an office liaison between the Superintendent’s Office, the School Board, and community and school-based groups.
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Communicate regularly with public education associations, community organizations, media representatives, and other external stakeholders in carrying out assigned responsibilities.
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Communicate regularly with central office personnel, school administrators, faculty, staff, parents, and students to coordinate programs and activities, exchange information, and assist in resolving issues or concerns.
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Informally represent the Superintendent in routine matters, referring unusual, sensitive, or significant issues directly to the Superintendent as appropriate.
General Responsibilities:The ability to work in a collaborative team environment is essential to the employee's successful job performance.
Supervisory Responsibilities: Train and assist board meeting minute takers, office personnel in areas of knowledge, training and/or expertise to ensure a smooth transition of duties and to provide effective backup.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirement listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Bachelor’s degree in Business or a related field, plus at least 3 years of related work experience required; equivalent combination of education and related work experience will be considered. Prior school district experience and executive level administrative experience preferred.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations as defined by the District may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, talk, see, and hear. The employee frequently is required to walk, and demonstrate manual dexterity to type, operate office equipment, file, reach, and grasp items. The employee is occasionally required to stand, bend, lift and carry items. Specific vision requirements include close, depth and color vision. The employee must be able to transport materials and equipment from building to building for meetings.
Why Join SBSD?
Supportive colleagues and leadership
Strong commitment to diversity, equity, and inclusion
Professional growth and advancement
Meaningful work that impacts students daily
