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Executive Assistant to The Superintendent of Schools

4 months ago

Amherst, United States Amherst Pelham Regional School District Full time

**About the Opportunity**

This committee action position provides executive-level support to the Superintendent of Schools for the Amherst, Pelham, and Amherst-Pelham Regional Public School Districts (ARPS). It is responsible for managing administrative needs to ensure that the Superintendent's time is effectively allocated and that they have the information, resources, and materials needed to advance the district's priorities. The Executive Assistant provides a comprehensive range of support services to ensure the overall efficiency of the ARPS Central Offices, and the successful applicant must have excellent skills in writing and editing, communication, multi-tasking, attention to detail, organization, and timely completion of work products. This position also requires confidence, decisiveness, the ability to maintain strict confidentiality, and an exceptional ability to interact tactfully and professionally with all stakeholders, both verbally and in writing.

**Key Responsibilities & Accountabilities**

**For the Superintendent**
- Manages the Superintendent’s activities, calendars, and travel arrangements, including resolving potential scheduling conflicts due to the high demand for the Superintendent’s time.
- Handles advance scheduling of all standing meetings for each academic year, including ensuring all participants receive direct notification via a calendar invitation.
- Prepares agendas and meeting notes in a timely manner to ensure the Superintendent is well-prepared for all meetings, events, and speaking engagements.
- Monitors and advances progress on key initiatives managed by the Superintendent and their teams.
- Anticipates upcoming events and required preparation and ensures all preparation requirements are completed successfully, either by handling them personally or by monitoring the progress of tasks assigned to others.
- Provide support at events, as requested by the Superintendent, including evening and weekend events outside regular work hours.
- Balances, prioritizes, and multi-tasks effectively for the multiple projects and deadlines of the Superintendent’s initiatives.
- Serves as the Superintendent’s liaison with all stakeholder groups, as requested, including communicating on their behalf both verbally and in writing.
- Serve as the Superintendent’s designee on committees and subcommittees as assigned by the Superintendent.
- Review, revise, and summarize correspondences and briefs, and draft such documents as assigned by the Superintendent.
- Create accurate and professional presentations, documents, and newsletters; attention to detail must be a priority.
- Manage financial transactions related to the Superintendent’s requests, events, or initiatives, including preparing requisitions and preparing and submitting documentation for invoice payment.

**For the School Committees**
- Handles advance scheduling of regular meetings of all three School Committees for each academic year, including ensuring all School Committee members, the Superintendent, appropriate ARPS administrators, and Amherst Media receive direct notification via a calendar invitation.
- Posts all School Committee meetings on the required sites within the timeframe required in accordance with the Open Meeting Law.
- Takes minutes at all School Committee meetings, maintains files of minutes, and fulfills requests for minutes in accordance with Public Records Law.
- Updates BoardDocs as needed, including updating members’ information following town elections and updating policies when revisions to current or new policies are approved.

**District Responsibilities**
- Serves as the Information Officer on the district-level safety team and coordinates planning for safety training.
- Serves as the Public Records Officer for the district, processing requests under the Public Records Law.
- Maintains homeschool database and serves as liaison with families who choose to homeschool their child(ren)
- Collects the School Children Census Reports from school districts and works with IT to submit them to DESE.
- Provides administrative oversight and operational supervision for offices/office space within the Central Offices, as requested.
- Serves as administrator and liaison for all district-level, annual faculty and staff awards
- Plans and oversees the organization of all district-level annual celebrations.

QUALIFICATIONS:

- Excellent verbal and written communication skills along with exceptional people skills and the ability to deal with sensitive situations as they arise
- Ability to hold information with strict confidentiality at all times
- Bachelor's degree or higher preferred.
- A minimum of 5 years of senior administrative experience, preferably in an educational setting and including operations support, is preferred.
- Experience managing staff and a self-motivated worker who can anticipate problems and demonstrate significant independent judgment.
- Detail-oriented; high-level attention to accur