Job SummaryThe Confidential Executive Secretary serves as the primary administrative support professional to the Superintendent of Schools and the Assistant Superintendent and functions as a key member of the district leadership team. This position is responsible for managing the Superintendent's office, coordinating communications, maintaining confidential records, supporting School Committee activities, and ensuring the efficient operation of the Superintendent's office. The successful candidate must exercise sound judgment, discretion, professionalism, and the highest level of confidentiality in all matters.Supervisory ResponsibilitiesNoneEssential FunctionsExecutive SupportManage and maintain the Superintendent's calendar, appointments, meetings, and travel arrangements.Screen and prioritize incoming communications, including phone calls, emails, correspondence, and visitors.Prepare, draft, edit, and distribute correspondence, reports, presentations, agendas, and other documents on behalf of the Superintendent.Coordinate meetings and events involving district administrators, staff, community members, government officials, and external organizations.Serve as a liaison between the Superintendent's office and district personnel, parents, community members, and outside agencies.Administrative OperationsOrganize and maintain confidential files, personnel records, legal documents, contracts, and reports.Monitor office operations and administrative procedures to ensure efficiency and accuracy.Assist in preparing district reports, grant submissions, and state and federal documentation.Coordinate office purchasing, budget tracking, and invoice processing as assigned.Maintain records retention schedules and ensure compliance with district policies.Communication and Public RelationsRespond professionally to inquiries from staff, parents, community members, and public officials.Assist with preparing district communications, announcements, newsletters, and public information materials.Coordinate special projects and events as assigned by the Superintendent.Required Knowledge/Skills/AbilitiesKnowledge of office management principles and administrative procedures.Strong attention to detail and accuracy.Ability to work independently and exercise sound judgment.Ability to manage multiple priorities and deadlines in a fast-paced environment.Strong customer service and interpersonal skills.Knowledge of public education systems and School Committee operations preferred.Education and ExperienceAssociate's degree required; Bachelor's degree preferred.Minimum of three (3) years of progressively responsible executive administrative support experience, preferably in education, government, or public administration.Demonstrated experience supporting senior-level executives.Excellent written and verbal communication skills.Strong organizational, time management, and multitasking abilities.Proficiency in Microsoft Office Suite, Google Workspace, and office technology systems.Ability to establish and maintain effective working relationships with diverse stakeholders.Ability to handle sensitive and confidential information with discretion and professionalism.Physical RequirementsProlonged periods sitting at a desk and working on a computer.Must be able to lift up to 20 pounds at a time.Office environment within a public-school administrative setting.Monthly evening attendance at School Committee meetings and occasional district events required.Other Duties The activities, duties or responsibilities contained in this job description is not a comprehensive listing that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.Johnston Public Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.Consistent with the Americans with Disabilities Act, it is the policy of the Johnston Public Schools to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the human resources department at (401) 233-1900 ext. 2450.
