Executive Secretary to the Superintendent

Job Summary

Executive Secretary

Job Description

Position Title : Executive Secretary

Supervises : N / A

Job Goal : The primary goal of the Executive Secretary is to provide high-level administrative support to executives, ensuring efficient and effective office operations. This includes managing schedules, coordinating meetings, handling correspondence, and maintaining confidential files. The Executive Secretary aims to enhance the productivity of the executive team by streamlining processes, facilitating communication, and acting as a liaison between the executive office and internal / external stakeholders.

Qualifications :

1. Possesses at a minimum a high school diploma or equivalent.

2. Required secretarial training at a technical or business college.

3. Ability to type at least 80 error-free words per minute and a strong knowledge of data entry operations.

4. Ability to take dictation - 50 words per minute minimum.

5. At least three (3) years successful experience as a secretary.

6. Demonstrates aptitude and / or competence for assigned responsibilities.

7. Such alternatives to the above qualifications as the Board might find appropriate and acceptable.

Reports To : See Organizational Chart

Salary : To be determined commensurate with local salary matrix, credentials and experience.

Performance Responsibilities :

Essential functions may include, but are not limited to :

• Efficient Schedule Management :

Organize and maintain the executive's calendar, ensuring all appointments, meetings, and events are scheduled and prioritized effectively.

Serve as the first point of contact for internal and external communications, screening calls, emails and correspondence.

Handle confidential information with discretion, maintaining accurate and secure filing systems.

Coordinate logistics for meetings, including room bookings, equipment setup, and teaching and learning requirements.

Provide support for special projects and initiatives, including research, data analysis, and report preparation.

Maintain office supplies and equipment, coordinating with vendors as necessary.

Act as a liaison between the executive and other departments, fostering effective collaboration and communication.

Required Knowledge, Skills and Abilities : Must have strong communication, computer and interpersonal skills, ability to learn and utilize new software programs as systems upgrade. Typing and transcription experience required. Must pass a typing test of 80 words per minutes. Ability to apply knowledge of current research and theory in specific field. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication.

Physical Demands :

Prolonged periods of sitting at a desk while working on a computer, attending meetings and / or handling administrative tasks.

Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.

Ability to read and interpret documents, emails, and computer screens for extended periods.

Clear verbal communication with executives, colleagues and external contacts, often requiring the use of telephones or video conferencing tools.

Moving within the office to access files, attend meetings and interact with colleagues.

Performing repetitive tasks, such as typing, filing and using office equipment.

Ability to adjust posture to maintain comfort and prevent strain during extended periods of sitting.

Managing the physical and mental stress associated with multitasking, meeting deadlines and handling confidential information.

Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate. The employee must work with public and other staff, continuously meeting multiple demands from several people.

Terms of Employment : Twelve months. Other contract terms and salary to be established by the Board.

Evaluation : Performance of this job will be evaluated in accordance with provisions of the Board's Policy on Evaluation of Administrators.