Administrative Assistant: Executive Assistant to Superintendent

Position Overview: West Boylston Public Schools is seeking a compassionate, dedicated, and highly skilled Executive Assistant to the Superintendent to Provides administrative support for the Superintendent. The Executive Assistant organizes and performs administrative work of a high level with minimal supervision. The Executive Assistant plays an integral role in the daily administrative operations and communications for the school district.

Key Responsibilities (6 Areas):

Administrative Support:

• Manage the Superintendent's calendar, including scheduling meetings and appointments
• Prepare and distribute correspondence, reports, presentations, and official documents on behalf of the Superintendent
• Act as the primary liaison between the Superintendent's office and school staff, board members, parents, and community stakeholders
• Coordinate and prepare materials for School Committee meetings, School Building Committee, and Wellness Committee meetings, including agendas, minutes, and official records
• Publicly post all agenda and minutes through the town of West Boylston Clerk's Office according to Open Meeting Law requirements
• Draft district-wide communications, policies, and procedures as needed
• Maintain accurate records, databases, and filing systems for district documentation
• Track deadlines, initiatives, and projects within the Superintendent's office
• Screen and direct phone calls, emails, and mail; respond on behalf of the Superintendent when appropriate
• Support planning and coordination for district events, meetings, and public engagements
• Respond to Public Records requests in coordination with the Superintendent
• Update and distribute district-wide forms to relevant staff
• Assist with school calendar development in coordination with the Superintendent and School Committee
• Perform additional administrative duties as needed to support Central Office operations School Committee Support Services:
• Post School Committee meetings in compliance with public notice requirements
• Record, prepare, and post meeting minutes promptly
• Coordinate room scheduling and meeting logistics, including setup and technical needs
• Prepare electronic meeting packets in advance of School Committee meetings and share with committee members
• Maintain and update the School Committee Policy Manual both online and in print
• Provide administrative support to the School Committee as requested District Registrar Responsibilities:
• Register new students and verify all required enrollment documentation
• Verify and update student residency status in compliance with district policy
• Request and distribute student records, including transcripts, IEPs, 504 Plans, and other documentation
• Enter new students into the student information system and notify relevant personnel
• Maintain and update registration and financial forms in coordination with the Business Administrator
• Submit Chapter 74 vocational program applications and confirm fall enrollment
• Support onboarding of new employees, including database entry and updates
• Enter and manage employee professional development points and provide annual summaries School Choice Program Coordination:
• Administer the School Choice Program in accordance with district and state policies
• Maintain and update program waitlists
• Notify families regarding acceptance or non-selection via phone, email, and mail
• Manage records and communication related to the School Choice Program
• Register accepted students and obtain school records for onboarding Building Use Coordination & Facility Scheduling:
• Manage building use applications and ensure policy compliance
• Maintain the district's master building-use calendar and communicate updates to stakeholders
• Issue invoices for facility use and ensure timely payments
• Coordinate custodial coverage for events and communicate assignments to HR/Payroll and custodial staff
• Share invoices with Accounts Payable for tracking Financial & Operational Assistance:
• Assist the Business Administrator with the annual School Attending Children Reporting
• Perform other duties as requested to support financial and operational functions