Executive Assistant to Chief Systems Officer 25/26 SY

WELCOME TO INDIANAPOLIS PUBLIC SCHOOLS!

At IPS, we believe in the transformative power of education. We work collectively every day to prepare our students for success in the classroom and in life by providing equitable, high-quality educational experiences across our family of schools. IPS is a place to make an impact, grow your career, and ensure every student has access to a high quality education, all while earning a good living in a district on the move. While the work is challenging, it is deeply meaningful and impactful. We seek innovators and trailblazers who bring varying experiences and expertise and share our belief that every child deserves access to an exceptional education. As part of TeamIPS, you'll create lasting connections, find a sense of belonging, and feel supported to make a meaningful difference in students' lives.

In return, no matter your role here, we expect a commitment to excellence and accountability. You'll be held to high standards. Resilience and passion are key\u2014you must be adaptable, handling adversity with flexibility while putting students at the heart of everything you do. Ethical conduct, clear communication, and mutual respect are fundamental. Being a dependable, collaborative team player who builds meaningful relationships is essential.

Together, we are Proving What's Possible by building a community where everyone belongs and each student has the opportunity to fulfill their potential.

A Career in IPS Offers\u2026

Purpose and Impact:

• Essential Contributions: In every non-teaching and non-leadership role, your work directly supports the success of IPS students and schools. Whether you're maintaining facilities, providing student services, or managing administrative operations, you play a key part in ensuring an equitable and high-quality educational environment.
• Belonging and Community: IPS is a place where every employee is valued. You'll join a supportive community that promotes respect, teamwork, and a shared commitment to serving students and families.

Professional and Personal Growth:

• Training and Development Opportunities: IPS offers a variety of training programs to help staff build new skills and grow professionally. This includes access to development opportunities for administrative, technical, and operational roles, as well as pathways to becoming a certified teacher.
• Skill Enhancement: Whether you're new to your role or seeking to deepen your expertise, IPS provides resources and support for continuous improvement.

Comprehensive Compensation and Benefits:

• Fair Compensation: IPS ensures competitive wages and regularly reviews pay structures to maintain equity.
• Extensive Benefits Package: Employees enjoy comprehensive health coverage, dental and vision plans, life insurance, disability insurance, and retirement plans. Additional financial benefits include flexible spending accounts and eligibility for federal loan forgiveness programs.

Work-Life Balance and Well-being:

• Generous Leave Policies: IPS offers vacation, personal, and sick leave, along with paid holidays. Twelve-month employees benefit from floating holidays, and unused personal leave rolls into the sick leave balance.
• Wellness Programs: IPS prioritizes staff well-being with access to wellness initiatives, including health screenings and an employee assistance program for confidential support and counseling.

What We Expect:

• Professionalism and Reliability: Every role at IPS is vital to the district's success. We expect staff to demonstrate professionalism, dependability, and a commitment to providing excellent service to students, educators, and families.
• Collaboration and Communication: IPS values teamwork. Working collaboratively with your colleagues ensures a supportive environment for all. Clear communication and mutual respect are key to maintaining this culture.
• Flexibility and Problem-Solving: As a large, dynamic district, IPS needs staff who are adaptable and proactive in solving problems to meet the ever-changing needs of students and schools.

JOIN US!

Indianapolis Public Schools is more than a workplace; it's a community where purpose, impact, and belonging come together to help Prove What's Possible \u2013 in your career and in your school. If you're ready to embrace challenges, strive for excellence, and make a meaningful impact, IPS is the place for you.

SUMMARY OF OPPORTUNITY:

Indianapolis Public Schools is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Systems Officer (CSO). This role is critical to the effective operation of the Systems Office, which oversees the district's technology infrastructure, data management, and operational systems. The ideal candidate will be a meticulous planner, an excellent communicator, and a strategic partner who can manage multiple priorities in a fast-paced environment. This position requires a high degree of confidentiality, professionalism, and the ability to anticipate the needs of the CSO and the broader team.

WHAT YOU'LL DO:

The following outlines what your core duties and responsibilities will be for this position and provides a sample overview of what your day-to-day may look like.

Core Duties and Responsibilities

• Calendar and Schedule Management: Proactively manage a dynamic calendar, scheduling meetings, appointments, and travel arrangements for the CSO. Prioritize meeting requests, anticipate conflicts, and ensure all logistical details are handled seamlessly.
• Communication & Correspondence: Serve as the primary point of contact for internal and external stakeholders. Draft, proofread, and manage email correspondence, memos, and presentations on behalf of the CSO, ensuring a professional and timely flow of information.
• Meeting Support: Prepare agendas, presentations, and other materials for meetings. Attend key meetings, take detailed notes, and track action items to ensure timely follow-up and completion.
• Project and Task Management: Assist with the coordination of departmental projects, track deadlines, and follow up with team members to ensure milestones are met. Maintain organized electronic and physical filing systems.
• Information and Data Coordination: Facilitate the collection and organization of key data for reports and strategic documents. Maintain confidential information with discretion and integrity.
• Administrative Support: Handle expense reports, procurement requests, and other administrative tasks as needed to support the Systems Office.
• Collaborate with department teams to ensure seamless day-to-day operations

Supervisory Responsibilities/Direct Reports:

• The Executive Assistant directly manages multiple systems, programs, supports, resources, and relationships with schools, staff, and partner organizations. This position has no direct reports

Personal Work Relationships:

The individual in this position works with a wide range of IPS staff, partners, administrators and service providers on routine and diverse problems encountered to fulfill its duties. The individual must possess and employ a variety of personal and interpersonal skills in the discharge of the position's responsibilities. This position requires a positive attitude when dealing with staff and IPS constituents. Good judgment, discretion and individual initiative are necessary for the effective discharge of the position's significant responsibilities.

WHAT YOU'll BRING: SKILLS AND MINDSETS:

As an ideal candidate for this role, you will be able to achieve the following:

This role provides privileged access to the inner workings of district leadership and their work streams. The successful candidate will be discrete, high-energy, agile-minded, strategic, proactive, a direct communicator, highly-organized and committed to the vision and values of Indianapolis Public Schools (IPS) and the executive leadership team.

As an ideal candidate for this role, you will be able to achieve the following:

• Technical Proficiency: Advanced proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, and Outlook). Experience with project management software (e.g., Trello, SmartSheet) is a plus.
• Communication Skills: Exceptional written and verbal communication skills with a strong ability to interact with a diverse group of stakeholders, from teachers and administrators to technology partners.
• Organizational Skills: Proven ability to manage complex calendars, organize information, and prioritize tasks with keen attention to detail.
• Interpersonal Skills: A proactive and positive attitude, with the ability to build strong working relationships and work collaboratively as part of a team.
• Problem-Solving: Strong analytical and critical-thinking skills, with the ability to anticipate potential issues and solve problems independently.

Language Skills

• Ability to write reports, procedural documents, correspondence and executive summaries.
• Ability to speak effectively before groups of all sizes.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

EDUCATION, CERTIFICATION, AND LICENSURE REQUIREMENTS:

• Bachelor's degree in Business Administration, Communications, or a related field preferred; relevant experience may be considered in lieu of a degree.
• Minimum of 5 years of experience as an executive assistant or in a similar administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Strong written and verbal communication skills.
• Exceptional organizational and multitasking abilities.
• High level of discretion and professionalism in handling sensitive information.
• Ability to work independently and collaboratively in a dynamic environment.
• Strong problem-solving skills and attention to detail.
• Experience in K-12 education or public sector administration is a plus.

FLSA CLASSIFICATION:

At the discretion of the Chief Communications and Engagement Officer and the Chief Systems Officer.

ELIGIBILITY FOR REMOTE WORK:

Not eligible

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EEOC STATEMENT:

Indianapolis Public Schools, in accordance with its nondiscrimination policies, will not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, homelessness or any other legally recognized protected basis under federal, state or local laws, regulations, or ordinances. Indianapolis Public Schools does not tolerate any form of retaliation or bias-based intimidation, threat, or harassment that demeans individuals' dignity or interferes with their ability to learn or work.

DISCLAIMER:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the above representative duties, knowledge, and skills. This job description is illustrative only, and is not a comprehensive list of all essential functions and duties performed by the occupant of this position. Factors such as regular and punctual attendance are not routinely listed in job descriptions, but are an essential function.

https://myips.org/employment/employee-benefits-and-resources/