TITLE: Senior Executive Assistant to the Superintendent/CEO
About You:
You are steady, precise, and dependable — someone who takes genuine satisfaction in getting the details right. You do not need recognition to do excellent work. You need to know that what you produce is accurate, complete, and done the right way.
You earn trust through consistency. People count on you because you follow through without being reminded, handle sensitive information with absolute discretion, and never let important things fall through the cracks.
You bring calm and order to a fast-moving environment. When priorities shift and demands compete, you do not get rattled — you get organized. You are the person who makes sure the Superintendent walks into every meeting prepared, every commitment is tracked, and every detail is covered.
You are a collaborative and unselfish team player. You support the people around you without seeking the spotlight. Your value shows up in the quality and reliability of your work, every single day.
About Us:
Tempe Elementary School District No. 3 (TD3) is a K–8 district serving more than 10,000 students across 21 schools in the heart of Tempe, Arizona. Our students speak over 50 languages. Our schools are rooted in community. Our mission is to inspire excellence in every child and every adult.
We take that mission seriously. TD3 is a place where bold ideas are welcome, results are expected, and the work is personal. If you want to be part of a leadership team that is raising the bar for what public education can look like — in Tempe and beyond — this is the place
Who We’re Looking For:
Minimum Qualifications:
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Bachelor’s degree required; advanced degree preferred.
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Minimum of five (5) years of experience as an executive assistant, administrative assistant, or comparable role supporting a senior leader.
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Demonstrated experience managing complex calendars, travel logistics, and competing scheduling demands in a fast-paced environment.
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Exceptional attention to detail and organizational skills; a track record of producing accurate, high-quality work consistently.
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Absolute discretion in handling confidential and sensitive information — personnel matters, board dynamics, community relationships, and executive communications.
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Outstanding written and verbal communication skills, including the ability to draft professional correspondence on behalf of a senior executive.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with digital scheduling and communication platforms.
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Strong interpersonal skills and the ability to work effectively with a wide range of internal and external stakeholders — from staff and principals to board members and community leaders.
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Experience in a K–12 school district, public agency, or similarly complex publicly accountable organization preferred.
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Schedule flexibility is required — this role regularly involves evening board meetings, community forums, and legislative and district events outside standard business hours. Candidates must be responsive to the Superintendent’s needs and available when the district’s work demands it.
About the Role:
Why the role exists:
The Senior Executive Assistant to the Superintendent/CEO is the operational backbone of the Superintendent’s office. Performing a wide range of administrative duties — both complex and routine — with wide latitude for exercising discretion and independent judgment, this role ensures that the Superintendent’s day runs with precision. Every meeting is logistically prepared, every commitment is tracked, every communication is handled professionally, and every administrative detail is managed so the Superintendent can focus on leading the district. The Senior Executive Assistant directly interacts with a wide range of internal and external constituencies — cabinet members, principals, board members, community leaders, legislators, city officials, donors, staff, students, and families — and represents the Superintendent’s office in every one of those interactions.
This role operates in close partnership with the Chief of Staff and Strategic Partnerships, who holds final authority over the Superintendent’s calendar prioritization. The Executive Assistant owns calendar mechanics and scheduling execution — managing the logistics, coordinating with stakeholders, and ensuring the calendar runs smoothly within the priorities set by the Chief of Staff. On questions of what belongs on the calendar and when, the Chief of Staff has the call; on questions of how it gets scheduled and executed, this role has the responsibility.
The Executive Assistant reports directly to the Superintendent and runs in parallel with — not beneath — the Chief of Staff. Both roles serve the Superintendent. They succeed by working in close coordination with each other.
Responsibilities & Deliverables:
The Senior Executive Assistant to the Superintendent/CEO is held accountable for three outcomes. Everything this role does should be in service of one or more of the following.
Outcome 1: Superintendent Preparedness
The Superintendent is fully prepared for every meeting, engagement, and commitment. Nothing is missed, nothing is forgotten, and no detail is left to chance. The Superintendent walks into every room ready because this role made sure of it.
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Execute the Superintendent’s calendar with precision — scheduling meetings, coordinating logistics, confirming attendance, and managing changes — within the prioritization framework set by the Chief of Staff.
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Prepare and compile briefing materials, agendas, background documents, and supporting information for all meetings and engagements in advance.
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Coordinate all travel arrangements for the Superintendent — transportation, lodging, itineraries, and conference registration — and produce briefing materials and supporting documents for all travel and external engagements.
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Produce and distribute meeting materials for cabinet meetings, board meetings, and other standing leadership meetings coordinated through the Superintendent’s office.
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Maintain an organized system for tracking the Superintendent’s commitments, deadlines, and follow-up items; surface outstanding items proactively.
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Proactively monitor the flow of issues, requests, and information directed to the Superintendent’s office; identify emerging matters that require the Superintendent’s attention and surface them — with relevant context and recommended next steps — before they become urgent.
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Serve as the first point of contact for scheduling requests directed to the Superintendent; triage and route requests in alignment with calendar priorities established by the Chief of Staff.
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Proactively monitor city, regional, state, and education community calendars — including Tempe City Council meetings, Arizona Legislature education committee hearings, community forums, and professional convenings — and surface relevant events to the Chief of Staff and Superintendent so attendance and preparation decisions can be made in advance.
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Coordinate logistics for guests and presenters attending board meetings, cabinet meetings, and other Superintendent-hosted engagements — confirming attendance, distributing materials, managing day-of logistics, and ensuring all participants are prepared and in the right place at the right time.
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Coordinate with the Director of Communications and communications staff to align the Superintendent’s speaking engagements, keynotes, and public events with speech preparation timelines; ensure the Superintendent has all necessary materials, talking points, and briefings ahead of every public appearance.
Outcome 2: Office Operations
The Superintendent’s office operates smoothly, professionally, and reliably every day. Internal and external stakeholders experience a well-run office when they interact with it. Administrative systems work. Nothing falls through the cracks.
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Manage incoming correspondence, calls, and communications directed to the Superintendent’s office; draft, review, and route designated correspondence on the Superintendent’s behalf; escalate high-stakes communications to the Chief of Staff as appropriate.
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Maintain organized filing systems — digital and physical — for the Superintendent’s office, including contracts, board materials, correspondence, and administrative records.
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Create and maintain tracking systems and reports for key office functions — including board action items, Superintendent commitments, strategic plan milestones, and office budget activity — so that the status of every significant item is visible, current, and accessible at a glance.
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Manage budget administration for the Superintendent’s office — processing expense reports, purchase requisitions, and payment paperwork in accordance with district procedures; maintaining accurate records of office expenditures; and flagging variances or emerging budget concerns to the Superintendent proactively.
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Coordinate logistics for Superintendent-hosted events, community forums, staff recognitions, and other functions originating from the Superintendent’s office.
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Maintain and update contact lists, stakeholder directories, and relationship tracking information for the Superintendent’s office.
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Anticipate administrative needs before they arise and address them proactively — supplies, materials, room bookings, technology setup, and other operational details.
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Develop, maintain, and continuously improve the administrative systems and business processes that govern how the Superintendent’s office operates — from scheduling protocols and correspondence workflows to records management and event logistics; periodically assess whether existing systems are working and implement improvements proactively rather than waiting for problems to surface.
Outcome 3: A Well-Coordinated Superintendent’s Office
The Superintendent’s office functions as a cohesive, coordinated unit. The Executive Assistant and the Chief of Staff operate in close alignment so that the Superintendent’s time, priorities, and commitments are managed consistently and without gaps or duplication.
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Maintain regular communication with the Chief of Staff to ensure calendar execution reflects current priorities; flag conflicts, gaps, or emerging scheduling needs promptly.
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Monitor and manage the Superintendent’s email inbox per established protocols; ensure all messages are addressed in a timely and professional manner, triaging routine correspondence independently, flagging matters requiring the Superintendent’s direct attention, and escalating sensitive or high-stakes communications to the Chief of Staff as appropriate.
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Support the Chief of Staff in preparing briefing materials, tracking project timelines, and managing administrative components of special initiatives at the Superintendent’s direction.
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Coordinate with cabinet assistants and school administrative staff on scheduling, communications, and logistics that flow through the Superintendent’s office.
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Receive, research, and actively work toward resolution of complex and sensitive complaints and concerns directed to the Superintendent’s office — from staff, families, community members, board members, and external stakeholders; coordinate with relevant departments to troubleshoot and resolve issues; keep the Superintendent and Chief of Staff informed of matters that warrant their attention; and ensure every inquiry receives a professional, timely response.
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Provide backup calendar support to the Chief of Staff when needed, ensuring continuity of scheduling operations and no gaps in the Superintendent’s schedule during periods when the Chief of Staff is unavailable.
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Review all correspondence, reports, and documents submitted to the Superintendent for signature or approval; ensure each is accurate, complete, properly formatted, and free of errors before it reaches the Superintendent’s desk.
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Represent the Superintendent’s office to internal and external stakeholders in a manner that reflects the Superintendent’s values and the district’s standards of excellence.
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Act under delegated authority from the Superintendent as appropriate — making decisions, responding to inquiries, and taking action within clearly defined parameters, and escalating matters that require the Superintendent’s direct judgment.
ENTERPRISE: Community Confidence
SALARY: Commensurate with experience (aligned to district classified salary schedule)
WORK YEAR: 12 months
REPORTS TO: Superintendent/CEO
EVALUATION: Classified
SUPERVISES: None
