Job Title: Senior Executive Assistant to Superintendent/Board
Wage/Hour Status: Exempt
Reports to: Superintendent
Date Revised: July 2026
Dept. / School: Central Administration Office
Primary Purpose:
Organize and manage the routine work activities of the superintendent's office. Work under minimum supervision to ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.
QUALIFICATIONS:
- High school diploma or GED
SPECIAL KNOWLEDGE/SKILLS:
- Proficient skills in keyboarding, word processing, and file maintenance
- Effective communication and interpersonal skills
- Basic math skills
- Ability to use software to develop spreadsheets, perform data analysis and do word processing
- Knowledge of school district organization, operations, and administrative policies
- Ability to read and comprehend instructions, short correspondence, and memos
- Ability to make independent decisions regarding planning, organizing, and scheduling
- Excellent public relations, organization, communication, and interpersonal skills
- Ability to multi-task numerous complex administrative activities
EXPERIENCE:
- Three years secretarial experience, preferably in a public education environment
MAJOR RESPONSIBILITIES AND DUTIES:
Records, Reports, and Correspondence
- Prepare all correspondence, memoranda, and reports for superintendent.
- Compile pertinent data as needed when preparing various state and local reports.
- Serve as Notary Public for District as needed.
- Maintain physical and computerized departmental files to include student records as required.
- Assist with organization and updating of yearly school district calendar
- Perform routine bookkeeping tasks, including simple arithmetic operations for the department.
- Prepare purchase orders as required utilizing departmental budgets.
- Coordinate and prepare recognition programs, End of Year, Educational Celebrations, Recognitions, Board Celebrations, Education Foundation Events, and meetings.
- Answer and screen incoming calls, take reliable messages, and route to appropriate staff.
- Work with parents and community members with any complaint and acquire pertinent information in order to assist department head with the situation.
- Process and place material orders as requested.
- Assist the Assistant Superintendent with administrative assistant support as needed.
- Keep track of facility and fundraiser request forms for Assistant Superintendent Calendar of Event updates
- Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required
- Record minutes of executive staff and board meetings as required
- Comply with policies established by federal and state laws and regulations, and local board policy.
- Other duties as assigned.
Board of Trustees
- Serve as board secretary to the board and provide clerical support and take and prepare board meeting minutes at all called board meetings.
- Maintain a schedule of appointments for board conference and travel.
- Serve as policy coordinator with TASB on updates and changes to policy and prepare for review with the department heads and the board for approval and placement on TASB policy online.
- Maintain continuing hours for board criteria compliance records and record data accordingly on TASB site to be reported as required.
- Maintain a schedule of Board Room use by departments
- Maintain confidentiality of information.
- Prepare Board Book Agenda and Packets for every School Board Meeting.
- Coordinate with all department heads to ensure information is acquired accordingly for each board meeting agenda.
- Prepare election packet for board member election cycles.
- Keep Board information updated for term cycles and place on website
- Prepare Board Application packets and assist in new board member training.
- Other duties as assigned by the Superintendent to maintain daily departmental operations efficient and effective.
Voting
- Serve as Voting Election Coordinator.
- Attend Secretary of State Election Law Conference to keep district in compliance on the voting laws, legislative updates, and procedure changes.
- Work closely with Nueces County Election Clerk to ensure proper documentation for joint election procedures and process.
- Attend training sessions with the Nueces County Courthouse - Election Division staff to acquire new rules and regulations for conducting election and the use of election equipment
- Prepare each voting precinct area in our district before voting day - prepare supplies to be needed.
- Visit each precinct in our district throughout the voting day to see if supplies are needed.
- Prepare paper work and assist voters during early voting.
- Attend canvassing on election night to prepare information to be sent to the media and courthouse for posting.
- Keep information updated on website relating to election, voting polls, times/date of operation
- Other duties as assigned with relation to elections.
Reception and Phones
- Answer incoming calls and greet visitors. Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
- Schedule appointments and maintain superintendent's calendar.
Other
- Assign work to executive office clerical staff and oversee completion.
- Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms
- Compile, maintain, and file all reports, records, and other documents as required.
- Maintain confidentiality.
- Follow district safety protocols and emergency procedures.
SUPERVISORY RESPONSIBILITIES:
EQUIPMENT USED:
- Personal computer, printer, calculator, camera, copier, and fax machine.
WORKING CONDITIONS:
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress. Repetitive hand motions; prolonged use of computer.
