Executive Assistant to the Superintendent (12 Month ...

Position Type: Secretarial/Clerical/Secretary - 12-Months Date Posted: 2/18/2026 Location: Administration Building Closing Date: 03/04/2026 Posting Closes March 4, 2026 at 4:00 p.m. The following documents must be complete and current for application to be considered for the position: Internal applicants are required to submit the same application materials X Online Application X Letter of Interest X Resume Copy of Valid Certification and/or License X Transcripts (if applicable) X Three Current Letters of Recommendation (dated within the past 12 months) X Other: Letter of application should include background information TITLE: Executive Assistant to the SuperintendentAnnual salary: $85,000-90,000 dependent on experienceSUMMARY DESCRIPTION OF CLASSIFICATION: The Executive Assistant to the Superintendent is a confidential, non-bargaining unit position and serves as a critical member of the Superintendent's Office. The position is responsible for organizing, coordinating, and managing the day-to-day operations of a fast-paced executive office and providing high-level administrative, clerical, accounting, and operational support of a complex and sensitive nature. The role provides guidance and offers feedback to the administrative assistants throughout the district and serves as the lead for central office. The Executive Assistant serves as a primary point of contact and liaison between the Superintendent, the Board of Education, district leadership, staff, families, elected officials, and the community. The position requires sound judgment, discretion, and the ability to manage competing priorities while ensuring accuracy, timeliness, and professionalism. The role supports the Board Education with operations, executive communications, compliance reporting, event coordination, fiscal oversight for the Superintendent's Office, and the Board clerk when needed. KNOWLEDGE, SKILLS, AND ABILITIES Demonstrated ability to organize and manage the workflow of a senior executive office Strong written, verbal, and interpersonal communication skills, including conflict resolution Ability to work effectively with a broad spectrum of stakeholders, including staff, parents, students, Board members, elected officials, and community partners High level of discretion and ability to maintain confidentiality Strong organizational, problem-solving, and time-management skills Ability to handle high volumes of work accurately and efficiently while meeting deadlines Ability to work independently and collaboratively in a fast-paced environment Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace Working knowledge of district systems including Munis, PowerSchool, ParentSquare, and Microsoft Teams Bilingual (Spanish/English) preferred but not required Ability to become a Connecticut Notary Public EDUCATION, TRAINING, AND EXPERIENCE • Associate's Degree preferred; High School Diploma required • Minimum of three (3) years of progressively responsible administrative or executive assistant experience preferred • Experience in a school district, public agency, or similarly complex organization preferred • Such alternatives to the above qualifications as the Board of Education may find appropriate and acceptable EXAMPLES OF PERFORMANCE DUTIES AND RESPONSIBILITIESExecutive Office Operations • Serves as the initial point of contact for the Superintendent's Office, screening calls, emails, and visitors • Manages the Superintendent's calendar, schedules meetings, and coordinates logistics with internal and external stakeholders • Supports the distribution of policies and regulations, as needed, and maintains online files; • Relieves the Superintendent of routine administrative matters and ensures follow-through on directives • Transmits Superintendent's instructions and monitors compliance with timelines and expectations • Serves to manage the central office administrative functions including oversight of administrative assistants and secretaries in addition to their direct supervisor. • Maintains a master tracking system for Superintendent priorities, commitments, and deadlines • Prepares weekly executive briefings highlighting upcoming priorities, follow-ups, and risks • Flags missed deadlines, misalignment, or items requiring Superintendent attention Meeting and Workflow Coordination • Schedules meetings and coordinates participants • Prepares agendas and supporting materials as requested • Designs meeting structures, agendas, and briefing packets for Cabinet, Executive Team, and Board-related meetings • Tracks decisions, action items, owners, and timelines from executive meetings • Maintains a decision and action log to support accountability and continuity Board of Education Support • Assists with Board recognition programs, awards, appreciation events, and related documentation • Prepares and distributes Board agendas, packets, minutes, and historical records • Serves as liaison between the Superintendent and Board • Coordinates with the Board Clerk and covers Board meetings as needed • Tracks Board questions, requests, and follow-up items and coordinates responses across departments • Prepares briefing notes for the Superintendent in advance of Board and committee meetings Communication and Correspondence • Drafts, edits, proofs, and formats correspondence and official documents • Maintains confidentiality in all written and verbal communications • Coordinates districtwide communications through various platforms (i.e., ParentSquare, email, etc.) • Works collaboratively with the Chief Communication and Marketing Officer on flyer and communication requests • Serves as a gatekeeper for Superintendent communications, triaging requests and drafting routine responses for review • Ensures consistency, tone, and alignment in communications originating from the Superintendent's Office Administrative, Fiscal, and Records Management • Maintains confidential files, records, and digital archives • Processes incoming and outgoing mail • Manages petty cash disbursement and reconciliation • Processes requisitions and purchase orders for the Superintendent's Office and monitors budget expenditures • Completes and submits monthly mileage reports and travel reimbursements • Organizes Superintendent travel arrangements Compliance, Reporting, and External Coordination • Certifies state reports and grant documents on behalf of the Superintendent • Maintains grant documentation in designated systems • Routes insurance claims and legal matters to appropriate departments • Coordinates residency and out-of-district attendance requests, including correspondence and end-of-year protocols • Investigates, processes, and routes complaints received by phone, email, mail, or in person • Compiles and organizes data, reports, and documentation for Superintendent review and external reporting • Tracks external commitments made to state agencies, municipal leaders, and community partners to ensure follow-through • Certifies state reports and grant documents for the Superintendent • Investigates and routes complaints Cross-Department and Project Management Coordination • Coordinates district subcommittees and schedules meetings • Performs special projects as assigned • Coordinates cross-departmental work on Superintendent-directed initiatives • Monitors timelines, dependencies, and deliverables for key district initiatives • Escalates risks or barriers to execution to the Superintendent • Coordinates district subcommittee memberships and schedules meetings • Organizes and supports district and Board-related events, including recognition programs and award ceremonies • Performs special projects and additional duties as assigned by the Superintendent Performs other tasks and responsibilities as delegated and/or assigned by the Superintendent of SchoolsCERTIFICATE AND LICENSE REQUIREMENTS : Connecticut Notary Public certification or ability to obtain PHYSICAL DEMANDS: Ability to perform duties consistent with office-based administrative work, including sitting, standing, lifting files/materials, and operating standard office equipment SPECIAL REQUIREMENTS: Ability to work flexible hours, including occasional evening and weekend meetings. Position requires year-round availability (12 months) OVERTIME ELIGIBLE: No TERMS OF EMPLOYMENT: At will Non-Bargaining Unit position per individual contract. Hours are M-F, 7:30am - 3:30pm. Annual salary between $85,000-90,000 dependent on experience. EVALUATION: Performance of this job will be evaluated annually by the Superintendent in accordance with provisions of the Board's policy on Evaluation of Non-Certified Staff.

Created: 2026-03-04