EXECUTIVE ASSISTANT TO THE SUPERINTENDENT
DEPARTMENT: Office of the Superintendent
BARGAINING UNIT: Support Non-Exempt
WAGE: Grade 209 – Specific salary based on experience
DIRECT SUPERVISOR: Superintendent
GRPS MISSION
Our mission is to ensure that all scholars are educated, self-directed and productive members of society.
JOB SUMMARY
Reporting to the Superintendent, the Executive Assistant to the Superintendent provides high-level administrative support to the Superintendent and collaborates with the other Executive Assistant to the Superintendent to ensure the effective and efficient operation of the Superintendent’s Office. This position is responsible for performing highly sensitive, confidential, and complex administrative and project management assignments, coordinating special projects, and supporting District priorities under general direction. The Executive Assistant serves as a model of excellence for other clerical support staff by demonstrating exceptional dependability, confidentiality, professionalism, customer service, efficiency, and commitment to District values.
QUALIFICATIONS
Required Education and Experience:
-
Associate’s degree.
-
Minimum three years of relevant experience.
-
Must successfully pass district required competency testing.
-
A notary public or the ability to become one.
Preferred:
-
Bachelor’s degree.
-
Bilingual (Spanish)
-
Relevant experience in an educational setting.
Knowledge, Skills, and Abilities:
-
Ability to maintain confidentiality while handling sensitive information and exercising sound judgment in accordance with applicable policies and legal requirements.
-
Demonstrated knowledge of relevant laws, including the Open Meetings Act and Freedom of Information Act (FOIA), as applicable to district operations.
-
Demonstrated knowledge of administrative processes, operational procedures, and Board governance practices.
-
Demonstrated ability to mentor, support, and provide guidance to clerical support staff throughout the District as assigned.
-
Skilled in written and verbal communication, including conveying information clearly and professionally to a variety of audiences.
-
Demonstrated proficiency in Microsoft Office Suite and other digital platforms used for communication, document management, and administrative operations.
-
Skilled in preparing and editing professional documents, including reports, agendas, meeting minutes, and correspondence with accuracy and attention to detail.
-
Ability to prioritize and manage multiple assignments, schedules, and deadlines in a fast-paced environment while maintaining accuracy and efficiency.
-
Knowledge of project planning, records management, and data management principles and the ability to organize, maintain, and retrieve information effectively.
-
Flexibility to work independently and collaboratively with a diverse range of individuals.
-
Ability to analyze problems, develop practical solutions, and organize work to achieve established goals and meet organizational priorities.
-
Demonstrated ability to understand and navigate the complexities of working in a diverse organization.
-
Demonstrated cross-cultural competence and the ability to articulate, apply, and embed culturally responsive practices into daily interactions and professional responsibilities.
ESSENTIAL JOB FUNCTIONS
Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:
-
Serve as a primary contact and liaison for the Superintendent’s office by responding to telephone, email, and other inquiries in a courteous and professional manner; interpreting and communicating information; explaining policies and procedures; directing individuals to appropriate resources; and determining appropriate courses of action or making referrals as needed.
-
Maintain a thorough working knowledge of the Superintendent’s responsibilities, priorities, and initiatives to provide proactive executive-level administrative support.
-
Manage the Superintendent’s calendar by prioritizing and scheduling meetings, coordinating conference calls, preparing agendas and presentations, arranging meeting logistics, and ensuring timely follow-up on meeting requests.
-
Build and maintain positive working relationships with internal and external stakeholders.
-
Ensure Board of Education meeting materials, notices, agendas, and related records are prepared and maintained in compliance with applicable laws, including the Open Meetings Act.
-
Ensure draft board meetings minutes are prepared in a timely manner for board approval per the Open Meetings Act. Post approved minutes on Board web based platform per the Open Meetings Act.
-
Maintain official board minutes per the Open Meetings Act and archive backup documents.
-
Maintains and works collaboratively with Legal Counsel and Communications to updated Board policies and administrative guidelines on the district’s website.
-
Attend Board of Education, committees, retreats, and administrative meetings as assigned; creating an official summary of actions and decisions and complete follow-up actions as required.
-
Responsible for meeting logistics and materials to assigned board meetings and committee meetings.
-
Prepare, edit, and distribute professional communications, correspondence, reports, and other materials on behalf of the Superintendent’s office.
-
Compile, organize, and analyze information from various sources to prepare reports, summaries, and presentations for the Superintendent.
-
Work collaboratively with the other Executive Assistant to the Superintendent to assist in the year-round Superintendent evaluation process. This may include maintaining and organizing documentation aligned with the Superintendent’s evaluation goals.
-
Coordinate with the other Executive Assistant to the Superintendent on travel arrangements, accommodations, and related logistics for the Superintendent and Board members as required.
-
Collaborate with Executive Assistants assigned to board committees to ensure committee meeting minutes and all related Board materials are accurately prepared and submitted within established timelines to support Board meetings.
-
Exercise sound judgment and discretion in handling sensitive and confidential matters.
-
Maintain organized filing, recordkeeping, and work management systems in compliance with applicable procedures, laws, and regulations to ensure efficient operations.
-
Complete special projects by establishing objectives and timelines, conducting research, organizing information, coordinating communications, and managing projects through completion.
-
Collaborate with the other Executive Assistant to the Superintendent to maintain cross-training and provide backup support to ensure continuity of office operations.
-
Obtain Superintendent’s approval and signature for a wide variety of documents, e.g., contracts, employee out-of-state travel requests, and out-of-state or overnight field trip forms.
-
Process and maintain timesheets for Cabinet administrators.
-
Serve as backup to the other Executive Assistant to the Superintendent to process and maintain timesheets for executive assistants and substitute administrators.
-
Assists the Superintendent with onboarding new board members and other directives related to supporting the board/board members.
-
Proofread documents to ensure accuracy, consistency, and a professional appearance.
-
Maintain inventory and order office supplies as needed.
-
Maintain flexibility to work outside standard office hours, e.g., board meetings, work sessions, committee meetings, public hearings, retreats, and other administrative functions as required.
-
Consistently demonstrate dependable attendance and punctuality.
-
Perform other duties as assigned.
ADA REQUIREMENTS
The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS
The work is medium work which requires exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment). Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.
WORK ENVIRONMENT
The noise level in the work environment is usually moderate.
MENTAL FUNCTIONS
While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile, and negotiate.
NON-DISCRIMINATION/ACCOMMODATION ASSISTANCE
The Grand Rapids Public Schools will not discriminate against any person based on race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran, or military status.
Assistance with the application process may be requested through the Human Resources Department at (616) 819-2022 or [email protected].
DISCLAIMER
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description. The District reserves the right to modify or amend this job description to meet organizational needs.
