Administrative Skills, Administrator Documentation, Budgeting, Calendar Management, Communication Skills, Conference Management, Customer Support/Service, Data Collection, Data Entry, Database Administration, Documentation, Employee Relations, Executive Assistant Skills , High School Diploma, Inventory Management, Logistics, Microsoft Office, Multitasking, Office Management, Onboarding, Operational Support, Operations Management, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Project Tracking, Project/Program Coordination, Purchasing/Procurement, Record Keeping, Records Management, Support Documentation, Training/Teaching, Travel Planning, Writing Skills
ESPAÑOLA PUBLIC SCHOOLS
JOB DESCRIPTION
Executive Administrative Assistant to Assistant Superintendents
Title: Executive Administrative Assistant to Assistant Superintendents
Work Unit/Location:
Central Office
Reports to: Assistant Superintendents
Supervises: n/a
Contract Length:
203 Days
4-day week
Pay Schedule:
Per approved salary schedule
Overtime Status:
Exempt
Hours:
7:03 am - 5:30 pm
Union Status:
Non- Union
Licensure:
N/A
JOB GOAL:
To provide administrative and operational support to the Assistant Superintendent of Academics and the Assistant Superintendent of Operations through coordination of office functions, communication, scheduling, records management, and project support to ensure efficient district operations and implementation of district initiatives.
EDUCATION / TRAINING / EXPERIENCE:
- High school diploma or GED required.
- Associate degree or related coursework preferred; equivalent experience may substitute.
- Three (3) years of progressively responsible administrative support experience preferred.
- Experience in public education or district office operations preferred.
- Demonstrated proficiency with Microsoft Office and office management systems.
KNOWLEDGE / SKILLS / ABILITIES:
- Knowledge of office procedures, records management, and administrative practices.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities while maintaining confidentiality and accuracy.
- Proficiency with Microsoft Office Suite and district software systems.
- Ability to organize meetings, maintain calendars, and coordinate projects.
- Ability to establish positive working relationships with staff, families, and community partners.
PHYSICAL / WORKING CONDITIONS:
Work is primarily performed in an office environment and requires sitting, standing, walking, computer use, and occasional lifting of office materials.
ESSENTIAL JOB FUNCTIONS:
- Prepare correspondence, reports, presentations, agendas, and other administrative documents.
- Manage calendars, appointments, meetings, travel arrangements, and scheduling for the Assistant Superintendents.
- Receive, screen, route, and respond to communications and inquiries as appropriate.
- Maintain confidential records, files, databases, and administrative documentation.
- Coordinate district meetings, trainings, and operational activities.
- Support implementation of academic and operational initiatives through project coordination and tracking.
- Process purchase requests, travel documentation, and assigned budget-related paperwork.
- Maintain office supply inventories and coordinate procurement requests.
- Support document collection, data entry, reporting, and records retention processes.
- Coordinate communication between departments, schools, and district administration.
- Maintain conference room scheduling and shared office resources.
- Support onboarding logistics and administrative workflow processes as assigned.
- Demonstrate professionalism, confidentiality, reliability, and customer service.
- Participate in professional development and training opportunities as assigned.
- Perform other duties and special projects assigned by the Assistant Superintendents.
EMPLOYMENT REQUIREMENTS:
Employment is contingent upon completion of district employment requirements, including background verification and employment eligibility documentation.
TERM OF EMPLOYMENT:
Term of employment shall be established annually through adoption of the district calendar and employment agreement.
SALARY:
Salary shall be established annually through adoption of the district salary schedule.
EVALUATION:
Performance shall be evaluated in accordance with district procedures and applicable personnel evaluation provisions.