<p>Position Overview The Administrative Assistant to the Superintendent-Director provides comprehensive executive support ensuring efficient operation of the executive office. This position requires exceptional organizational skills, the highest level of discretion, and the ability to manage multiple priorities while maintaining strict confidentiality and professionalism in a dynamic educational environment.</p> <p>Essential Duties and Responsibilities</p> <p>Executive Support & Coordination</p> <ul> <li>Manage the Superintendent-Director's complex calendar with complete confidentiality </li><li>Plan and coordinate meetings, conferences, and special events including facilities and programs </li><li>Organize travel arrangements and conference registrations with detailed itineraries </li><li>Serve as primary liaison between the Superintendent-Director and stakeholders </li><li>Coordinate activities between departments while protecting sensitive information </li></ul> <p>Communication & Administrative Operations</p> <ul> <li>Answer, screen, and direct phone calls while protecting confidential communications </li><li>Screen visitors and coordinate with security, ensuring appropriate access controls </li><li>Draft, edit, and format professional communications while maintaining confidentiality </li><li>Prepare and process documents, forms, and reports with appropriate discretion </li><li>Organize and maintain accurate filing systems (physical and electronic) </li><li>Oversee hiring processes including job postings, application tracking, and interview coordination </li></ul> <p>Technology & Digital Management</p> <ul> <li>Utilize Student Information Systems (PowerSchool) for administrative reporting </li><li>Maintain and update district website content with IT department assistance </li><li>Master Google Workspace suite for document creation, data tracking, and collaboration </li><li>Employ AI tools to improve efficiency in document preparation and communications </li><li>Support virtual and hybrid meetings through Google Meet, Zoom, and Microsoft Teams </li></ul> <p>Compliance & Financial Administration</p> <ul> <li>Process and maintain CORI checks, Ethics Reports, and SAFIS fingerprinting documentation </li><li>Ensure staff compliance with Ethics Law requirements and state/local regulations </li><li>Prepare purchase requisitions in Tyler Technologies system </li><li>Monitor Superintendent-Director budget accounts and provide periodic updates </li></ul> <p>Human Resources Support</p> <ul> <li>Ensure complete application packages while maintaining candidate confidentiality </li><li>Coordinate and schedule hiring interviews with appropriate confidentiality protocols </li><li>Conduct initial interviews for clerical positions with discretion </li><li>Maintain strictly confidential personnel files and support onboarding processes </li></ul> <p>Specialized Services</p> <ul> <li>Meeting Documentation: Take detailed meeting notes and create comprehensive minutes using digital recording equipment and AI-powered transcription tools </li><li>Editorial & Proofreading: Review and proofread all correspondence, reports, and official documents for accuracy and formatting consistency </li><li>Notarial Services: Perform notarial acts including acknowledgments and oath administration in accordance with Massachusetts law </li><li>Therapy Dog Support: Assist with care and coordination of the Superintendent-Director's therapy dog as needed </li></ul>