<p>Title:</p> <p>Executive Assistant to the Superintendent</p> <p>Work Year:</p> <p>(12) Months/260 Days</p> <p>Organizational Relationship or Line of Authority:</p> <p>This position reports to and is evaluated by the Superintendent</p> <p>Job Summary:</p> <p>Supports the Superintendent of Schools and acts in a confidential capacity with regard to employee relations, student matters, labor negotiations and other management and administrative activities. Coordinates and performs work of a complex nature, general office functions and related work as required. Works cooperatively with other central office personnel. Work is performed under the supervision of the superintendent.</p> <p>Essential Functions:</p> <p>The essential functions or duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.</p> <p>Duties and Responsibilities:</p> <ul> <li>Composes and prepares routine and specialized written correspondence for the Superintendent's signature, including letters, memoranda, notices, and responses to inquiries. </li><li>Independently prepares recurring and ad hoc reports for signature, often requiring the collection and synthesis of data across multiple departments. </li><li>Assists the Superintendent and other administrative staff in the preparation of proposals, reports, presentations, data analysis, research projects, and policy drafts. </li><li>Manages inbound communication, including phone, email, and in-person inquiries, providing accurate information or referring matters to appropriate personnel with tact and discretion. </li><li>Handles parent and community concerns professionally, escalating issues to the appropriate staff or department when necessary and ensuring follow-up and resolution. </li><li>Prepares and organizes incoming and outgoing mail, ensuring timely review and action. </li><li>Maintains the Superintendent's calendar, schedules appointments and meetings, and ensures all relevant materials and background information are prepared and available. </li><li>Plans and coordinates internal and external meetings and conferences, including logistics, room setup, catering (as needed), and required documentation. </li><li>Prepares agendas, minutes, and backup materials for School Committee meetings, in coordination with the Superintendent and relevant departments. </li><li>Tracks and facilitates follow-up actions resulting from School Committee decisions, ensuring that directives are implemented and timelines are met. </li><li>Provides administrative and clerical support to the School Committee, as directed by the Superintendent, including public postings in compliance with Open Meeting Law. </li><li>Assists in the development and documentation of office procedures for the Superintendent's Office and central administration. </li><li>Maintains and secures both electronic and physical records for the Superintendent and School Committee, ensuring confidentiality and compliance with records retention policies. </li><li>Coordinates communications with community partners and civic organizations, promoting events and initiatives via the district website and principal/guardian communication channels. </li><li>Facilitates donations and in-kind contributions to schools from individuals or organizations, ensuring proper documentation and timely School Committee acceptance. </li><li>Orders, receives, and manages supplies and resources for the Superintendent's Office and School Committee operations. </li><li>Coordinates administrative tasks and information flow between the Superintendent's Office and other school or municipal departments. </li><li>Attends internal and external meetings as needed, serves as a note-taker, and ensures timely distribution of minutes and follow-up documentation. </li><li>May supervise or provide guidance to temporary staff or interns assigned to the Superintendent's Office. </li><li>Maintains confidentiality in all matters, particularly those related to personnel, student records, and legal issues. </li><li>Supports compliance with legal and regulatory requirements, such as public records requests, state reporting deadlines, and School Committee policies. </li><li>Assists with public relations efforts, including preparation of statements, newsletter content, website updates, and communication drafts for district-wide announcements. </li><li>Maintains and updates district-wide contact lists, including School Committee members, municipal partners, and state agency contacts. </li><li>Supports Superintendent during crisis situations, helping coordinate communication and logistics as needed. </li><li>Manages logistics and documentation related to Superintendent evaluations, contracts, and public presentations. </li><li>Monitors and reviews routine expenditures related to the Superintendent's office budget. </li><li>Acts as a liaison between the Superintendent and internal/external stakeholders, ensuring clear communication and timely responses. </li><li>Demonstrates cultural competence and professionalism in interactions with all stakeholders, reflecting the district's commitment to equity and inclusion. </li><li>Performs other duties as assigned. </li></ul> <p>Qualifications:</p> <ul> <li>High School Diploma </li><li>Demonstrated knowledge, experience and competence with office technology and equipment, specifically database, spreadsheet and word processing. </li><li>Prior experience with Microsoft Office, Outlook, ASPEN, Frontline and desktop publishing highly preferred. </li><li>Excellent oral skills with the ability to deal with the public effectively and practical abilities in customer service. </li><li>Ability to be a forward thinker, work independently and maintain confidentiality. </li><li>Writing skills for proposing, preparing and editing written correspondence. </li><li>Good knowledge of office practices, procedures and office equipment. </li><li>Strong skills in oral and written communication. </li><li>Ability to be a team player and maintain a good working relationship with all co-workers. </li><li>Bilingual Preferred (Spanish or Portuguese) </li><li>Understanding of operating practices of a School Department. </li></ul> <p>The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.</p> <ul> <li>Works primarily indoors in an office setting. </li><li>Sits or stands, with intermittent periods of stooping and walking. May be required to move objects such as files, boxes of paper, office supplies, and office equipment weighing up to 30 lbs. </li><li>Applies motor skills to move objects, file and sort documents, and use office equipment such as telephones, and computers. </li><li>Routinely reads documents for general understanding and analytical purposes, including handwriting, spreadsheets, and forms; inspects surroundings and fine details to assess conditions of materials and equipment; and reviews detailed information displayed on a computer screen. </li></ul> <p>Compensation:</p> <p>$70,000-75,000</p> <p>An Equal Opportunity Employer</p> <p>It is the policy of the Marlborough Public Schools not to discriminate on the basis of race, gender, religion, national origin, color, homelessness, sexual orientation, gender identity, age or disability in its education programs, services, activities or employment practices.</p>