Executive Assistant to the Superintendent/Board of Education/Human Resources

Executive Assistant to the Superintendent/Board of Education/Human Resources

Deadline: September 20, 2026

District/Organization: South Lake Schools

Position/Type: Central Office - 1st Line Admin, full time

Salary: $55,947-$61,481

Position Details

SOUTH LAKE SCHOOLS

Executive Assistant to the Superintendent and

Board of Education/Human

Resources Coordinator

At South Lake Schools, we believe great schools are built through strong relationships. Together with our community, we create an engaging and nurturing environment where students thrive and staff feel valued, connected, and supported. Our small-school setting fosters meaningful collaboration and the opportunity to make a lasting impact on learners. Located along beautiful Lake St. Clair in St. Clair Shores, Michigan, our district offers a welcoming community with convenient access to the cultural attractions, dining, entertainment, and professional sports of Detroit, as well as the region's scenic orchards, cider mills, and outdoor recreation, making South Lake Schools an exceptional place to live, work, and grow.

Position Summary:

The Executive Assistant to the Superintendent and Board of Education / Human Resources Coordinator provides high-level, confidential administrative and operational support to the Superintendent, Board of Education, and Human Resources functions.

The position manages the operations of the Superintendent's Office; coordinates Board meetings, records, communications, and activities; supports employee recruitment, onboarding, personnel records, labor relations documentation, credential monitoring, and required reporting; and serves as a professional liaison among District leadership, employees, families, community members, governmental agencies, and partner organizations.

The employee works with considerable independence and is expected to exercise sound judgment, maintain confidentiality, anticipate organizational needs, manage competing priorities, and complete work accurately within established deadlines.

Minimum Qualifications:

• High school diploma or recognized equivalent required.
• Associate degree in business administration, office administration, human resources, public administration, communications, or a related field preferred.
• At least three years of responsible administrative support experience, preferably in an executive office, governing board, human resources department, school district, or governmental organization.
• Demonstrated ability to handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Proficiency in word processing, spreadsheets, databases, presentations, email, calendars, document management, virtual meeting technology, and electronic collaboration tools.
• Demonstrated ability to type, transcribe, proofread, edit, and compose accurate professional correspondence, reports, minutes, notices, and other official documents.
• Ability to learn and effectively use District systems, including human resources, payroll, financial management, student information, electronic Board governance, applicant tracking, state reporting, background-check, website, and mass-notification platforms.
• Experience with Microsoft 365, PowerSchool, the District's current enterprise resource planning or financial management system, CEPI applications, CHRISS, or comparable systems preferred.
• Excellent organizational, interpersonal, written and verbal communication, proofreading, and customer-service skills.
• Ability to manage complex and diverse assignments, establish priorities, meet critical deadlines, and work independently with limited supervision.
• Ability to prepare accurate official minutes and record information during public meetings, hearings, interviews, and other proceedings.
• Ability to work effectively with Board members, employees, applicants, students, families, community members, and other stakeholders.
• Ability to attend evening Board meetings and other meetings or events outside the regular workday.
• Ability to obtain and maintain required system authorizations, criminal-history clearances, and role-specific credentials.
• Willingness to become a Notary Public.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Reports to: Superintendent

Performance Duties and Essential Functions:

Executive Support and Central Office Administration

• Provide confidential, executive-level administrative support to the Superintendent and, as directed, the District's administrative leadership team.
• Manage the Superintendent's calendar, appointments, meetings, correspondence, deadlines, travel arrangements, professional commitments, and follow-up activities.
• Review and prioritize incoming communications, correspondence, telephone calls, requests, and visitors; address routine matters and refer complex or sensitive issues to the appropriate administrator.
• Serve as a liaison among the Superintendent, Board of Education, District departments, employees, families, governmental agencies, professional organizations, community members, and other school districts.
• Draft, edit, proofread, format, transcribe, and distribute correspondence, reports, presentations, memoranda, forms, meeting materials, and other official District documents.
• Record, transcribe, and organize information from meetings, interviews, hearings, and other proceedings as assigned.
• Research and compile information to support administrative decisions, reports, meetings, communications, and special projects.
• Coordinate office activities, administrative projects, meetings, workshops, receptions, and District events, including scheduling, facilities, technology, materials, food service, refreshments, and related logistics.
• Develop and maintain administrative procedures, calendars, tracking systems, templates, and workflows that improve the efficiency and effectiveness of the Superintendent's Office.
• Monitor assignments, deadlines, and follow-up items on behalf of the Superintendent and communicate status updates or emerging concerns.
• Maintain necessary central office and meeting supplies and coordinate inventory and ordering.
• Receive, route, and process correspondence, deliveries, and other materials requiring central office attention.
• Maintain a welcoming, organized, responsive, and service-oriented central office environment.
• Provide backup reception, student enrollment, and other central office support as needed.

Board of Education Support and Governance

• Coordinate administrative support for the Board of Education and serve as the primary liaison between the Board, Superintendent, District administrators, legal counsel, governmental agencies, community organizations, and members of the public.
• Coordinate agendas and supporting materials for regular, special, organizational, committee, study-session, disciplinary, expulsion, budget hearing, personnel, and other Board meetings or hearings.
• Prepare Board agendas, consent agendas, Superintendent reports, resolutions, supporting documents, and other materials for review by the Superintendent.
• Collect, organize, publish, and distribute Board packets and weekly Board communications according to the District's established schedule.
• Administer the District's electronic Board governance platform, including agendas, attachments, minutes, policies, resolutions, and archived documents.
• Prepare and post meeting notices, agendas, proposed minutes, approved minutes, and other Board records in accordance with applicable law, Board policy, accessibility standards, and established timelines.
• Attend Board meetings and serve as recording secretary, including meetings held outside the regular workday.
• Prepare accurate and impartial minutes documenting attendance, motions, Board actions, resolutions, roll-call votes, and other required information.
• Maintain the official records of Board proceedings, including notices, agendas, minutes, resolutions, supporting materials, exhibits, and related correspondence.
• Prepare the Board meeting room and coordinate seating, nameplates, technology, public materials, refreshments, accessibility, and other logistical needs.
• Coordinate Board member communications, orientation, professional development, registrations, travel, recognition activities, and special events.
• Maintain current Board member information with the Michigan Association of School Boards and other organizations, as appropriate.
• Coordinate administrative preparations associated with Board vacancies, appointments, elections, hearings, and other special governance matters.
• Coordinate Board dinners, receptions, and events involving the Macomb County School Boards Association and other professional organizations, as assigned.
• Maintain the annual calendar of Board meetings, hearings, workshops, presentations, recognitions, and related activities.

Human Resources Coordination

• Provide confidential administrative and technical support to the Superintendent, Director of Human Resources, or other administrator responsible for personnel functions.
• Coordinate internal and external job postings, applicant communications, interview schedules, candidate materials, reference documentation, and employment recommendations.
• Maintain the District's employment application and recruitment systems and distribute vacancies through appropriate District, educational, university, agency, and professional channels.
• Process and maintain employment applications and recruitment records in accordance with District procedures and records-retention requirements.
• Coordinate onboarding and offboarding activities, including employment forms, employment eligibility verification, fingerprinting, criminal-history checks, orientation materials, required notifications, and separation documentation.
• Enter, review, update, and reconcile employee information in the District's human resources, payroll, financial management, employee management, and student information systems.
• Prepare new-hire documentation and communicate approved employment, assignment, compensation, and payroll information to the appropriate departments.
• Prepare personnel recommendations and Board reports addressing appointments, assignments, transfers, compensation changes, leaves, resignations, retirements, terminations, extracurricular assignments, and other personnel actions.
• Maintain secure personnel records, including contracts, assignments, seniority lists, bargaining-unit information, evaluations, tenure, professional development, leaves, grievances, and other employment documentation.
• Prepare and update contracts and employment notices for administrators, professional staff, and individually contracted employees, as assigned.
• Coordinate records, information, and payment documentation involving substitutes, contracted employees, EduStaff, and other third-party staffing providers.
• Track employee certifications, licenses, permits, endorsements, professional learning, assignment requirements, and expiration dates; notify employees and administrators of upcoming deadlines.
• Coordinate employee evaluation documentation and maintain evaluation and teacher tenure records.
• Support the administration and documentation of employee leaves, including sick leave, childcare leave, and Family and Medical Leave Act matters, under the direction of the designated administrator.
• Process approved changes in position, building, work hours, salary, education level, account coding, assignment, or employment status and communicate those changes to payroll and affected departments.
• Provide employees and applicants with procedural information and refer questions involving policy, benefits, compensation, labor relations, accommodations, or legal matters to the appropriate administrator.
• Prepare and maintain labor relations materials, including bargaining proposals, collective bargaining agreements, seniority lists, grievance records, employee notices, and supporting documentation.
• Coordinate records for mandatory employee training, including SafeSchools or the District's current compliance training platform.
• Maintain and process drug and alcohol testing documentation required by the Michigan Department of Transportation, U.S. Department of Transportation, or other applicable regulatory authority.
• Maintain and process criminal-history, fingerprinting, and related clearance information through CHRISS or the District's current background-check system.

Reporting, Compliance, and Records Management

• Coordinate the preparation, validation, submission, and certification of the Registry of Educational Personnel report and other assigned state and federal reports.

• Maintain accurate employment, assignment, credential, vacancy, professional development, and demographic data required for personnel reporting.

• Work with administrators, payroll personnel, technology staff, the Macomb Intermediate School District, and external agencies to identify and resolve reporting discrepancies.

• Assist with the collection, organization, and maintenance of records related to:

• Freedom of Information Act requests

• Family and Medical Leave Act administration

• Equal employment opportunity reporting

• Affordable Care Act reporting

• Employee accommodations

• Audits and investigations

• Litigation holds

• Labor relations

• Other required District, state, or federal matters

• Establish, maintain, safeguard, retrieve, archive, and dispose of electronic and paper records in accordance with District policy, legal requirements, and approved records-retention schedules.

• Maintain confidential records involving employees, students, families, Board matters, investigations, labor relations, legal proceedings, and other restricted information.

• Apply appropriate document naming, version control, access permissions, retention classifications, and electronic filing practices.

• Respond to authorized records requests and assist in locating documents for audits, FOIA responses, legal review, reporting, administrative decisions, and historical research.

• Maintain accurate administrative databases, contact lists, calendars, templates, forms, logs, and tracking systems.

• Maintain working knowledge of applicable Board policies, administrative procedures, collective bargaining agreements, employment requirements, records-retention schedules, and confidentiality standards.

• Attend relevant professional development, Human Resources user-group meetings, Macomb Intermediate School District meetings, data-processing workshops, and state reporting training.

• Monitor changes to reporting systems, procedures, forms, and deadlines and recommend appropriate updates to District practices.

• Document recurring responsibilities, deadlines, system procedures, and critical contacts to support continuity of District operations.

Communications and Community Relations

• Communicate professionally and courteously with Board members, employees, applicants, students, families, community members, governmental representatives, vendors, legal counsel, and other stakeholders.
• Prepare and coordinate the annual South Lake Schools Back-to-School Newsletter.
• Coordinate Superintendent and Board communications through print, email, the District website, electronic Board platforms, and other approved communication channels.
• Post and distribute emergency, weather-related, school cancellation, postponement, meeting change, and other time-sensitive notifications using District-approved communication systems.
• Prepare and review notices, announcements, newsletters, website content, presentations, and other District publications for accuracy, grammar, readability, consistency, accessibility, and appropriate tone.
• Exercise discretion and professionalism when responding to concerns, complaints, media inquiries, sensitive situations, and politically or legally significant matters.
• Refer official statements, media requests, legal interpretations, personnel decisions, and policy determinations to the Superintendent or appropriate administrator.

Other Responsibilities

• Maintain strict confidentiality and protect personnel, student, Board, medical, criminal-history, accommodation, labor relations, and legal information from unauthorized access, use, or disclosure.
• Comply with Board policies, administrative procedures, collective bargaining agreements, records-retention requirements, and applicable federal and state laws.
• Participate in required training and maintain the knowledge, technology skills, and professional competencies necessary for the position.
• Perform other related duties consistent with the scope and level of the position, as assigned.

Employment Conditions:

• Employees shall remain free of any alcohol or non-prescribed controlled substance abuse in the workplace throughout their employment with the District.
• Employees shall comply with all Board policies and applicable federal and state laws and regulations, including but not limited to Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), applicable non-discrimination requirements, and related educational regulations.
• Perform other responsibilities and duties as assigned by the Superintendent or designee.

Terms of Employment: 12-Month Contract, 8.5 hours per day (including 30-minute unpaid lunch)

Base Salary Range: $55,947 - $61,481

ADA Requirements and Physical Demands:

The demands described below are representative of those required to perform the essential functions of the position. South Lake Schools provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.

The employee must be able to:

• Communicate and exchange information effectively in person, by telephone, in writing, and through electronic systems.
• Read, prepare, review, and manage detailed electronic and paper records and documents.
• Sustain attention and accuracy while managing interruptions, deadlines, and multiple priorities.
• Use computers, telephones, audiovisual equipment, standard office equipment, and job-related technology.
• Remain seated or standing for extended periods and move throughout offices, meeting areas, District facilities, and event locations.
• Occasionally bend, reach, stoop, or kneel to access files, supplies, records, and equipment.
• Occasionally lift, carry, organize, or distribute Board packets, files, meeting materials, equipment, and ordinary office supplies.
• Perform essential responsibilities during evening meetings, hearings, special events, and other activities outside regular working hours.

Work Environment:

Work is performed primarily in a professional central office and public-meeting environment, with occasional travel to District facilities and off-site locations. The position involves frequent computer and telephone use, regular interruptions, competing priorities, firm deadlines, and interaction with District and community stakeholders.

The employee handles confidential and sensitive matters and may occasionally encounter contentious, emotionally charged, or time-critical situations. Noise and activity levels are generally typical of an administrative office or public meeting setting. Regular attendance at evening Board meetings and occasional attendance at hearings, training sessions, community events, and other District activities are required.

The Board of Education is committed to maintaining a learning and working environment in which all individuals are treated with dignity and respect, free from discrimination and harassment. There will be no tolerance for discrimination or harassment on the basis of race, color, national origin, religion, creed or ancestry, sex, marital status, genetic information, height, weight, sexual orientation, disability or age. The School District prohibits harassment and other forms of discrimination whether occurring at school, on School District property, in a School District vehicle, or at any School District related activity or event. Furthermore, the Board is committed to equal employment opportunities and the prevention of discrimination in all aspects of employment, including recruitment, selection, training, promotion and retention of staff. The Superintendent will designate compliance officers and develop and implement regulations for the reporting, investigation and resolution of complaints of discrimination or harassment. For additional information, contact the Superintendent or the Director of Special Services, 23101 Stadium Blvd., St. Clair Shores, MI 48080, (586) 435-1600.

E-mail: tvonhiltmayer@solake.org

Website: Link

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