Executive Assistant/Board Coordinator
Stafford Municipal School District, Stafford, TX, United States
Executive Assistant
Work under minimum supervision to ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.
Responsibilities and Duties:
Prepare all correspondence, memoranda, and reports for Superintendent using personal computer.
Schedule appointments and maintain Superintendent's calendar.
Coordinate administrative meetings and Superintendent Student Advisory Committee meetings.
Answer incoming calls and handle questions from public, outside agencies, Board of Trustees, and staff.
Record and prepare board minutes for all regular and special meetings.
Responsible for communication between TASB policy service and appropriate district personnel.
Assist with collection and compilation of board meeting materials using TASB BoardBook online program.
Assist with maintaining Board policy electronically and hard copy.
Receive, sort, and distribute mail and other documents to Superintendent.
Assist with maintaining Board member continuing education credits.
Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
Record minutes of executive staff and board meetings as required.
Answer incoming calls and greet visitors.
Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
Provide direct support to the Superintendent and Board of Trustees.
Coordinate all Board of Trustees functions, including preparing and posting agendas, compiling board packets, maintaining official records and minutes, and ensuring compliance with the Texas Open Meetings Act.
Prepare election documents, receive candidate applications and reports, and oversee all aspects of board election procedures in accordance with applicable laws.
Serve as a liaison between the Superintendent, Board members, district staff, and the community to ensure clear and timely communication.
Maintain and manage official board records, legal documents, and confidential information with the highest level of discretion.
Support board committees and special meetings, including scheduling, logistics, and documentation.
Assign work to executive office clerical staff and oversee completion.
Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
Compile, maintain, and file all reports, records, and other documents as required.
Maintain confidentiality.
Follow district safety protocols and emergency procedures.
Obtain and maintain Notary Public certification and notarize official district and board documents as needed.
Perform all other duties as assigned by the Superintendent.
Supervisory Responsibilities: Monitor the work and issue work assignments to assigned clerical staff.
Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Qualifications Profile: Education/Certification: High school diploma or GED Special Knowledge/Skills: Knowledge of school district organization, operations, and administrative policies Ability to read and comprehend instructions, short correspondence, and memos Ability to make independent decisions regarding planning, organizing, and scheduling Excellent public relations, organization, communication, and interpersonal skills Ability to use software to develop spreadsheets, perform data analysis, and do word processing Ability to multi-task numerous complex administrative activities Experience: 7-10 years or more advanced secretarial experience with extensive contact with people FLSA Status: Non-exempt Salary: Compensation Plan
Work under minimum supervision to ensure the efficient operation of the superintendent's office and provide clerical services to the superintendent and board of trustees. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Responsible for on-site leadership of clerical employees assigned.
Responsibilities and Duties:
Prepare all correspondence, memoranda, and reports for Superintendent using personal computer.
Schedule appointments and maintain Superintendent's calendar.
Coordinate administrative meetings and Superintendent Student Advisory Committee meetings.
Answer incoming calls and handle questions from public, outside agencies, Board of Trustees, and staff.
Record and prepare board minutes for all regular and special meetings.
Responsible for communication between TASB policy service and appropriate district personnel.
Assist with collection and compilation of board meeting materials using TASB BoardBook online program.
Assist with maintaining Board policy electronically and hard copy.
Receive, sort, and distribute mail and other documents to Superintendent.
Assist with maintaining Board member continuing education credits.
Organize, prepare, and post official board agenda and records for board meetings and distribute to board members and others as required.
Record minutes of executive staff and board meetings as required.
Answer incoming calls and greet visitors.
Respond to routine inquiries from the public, board members, and staff and refer appropriate inquiries or problems to superintendent or other administrators.
Provide direct support to the Superintendent and Board of Trustees.
Coordinate all Board of Trustees functions, including preparing and posting agendas, compiling board packets, maintaining official records and minutes, and ensuring compliance with the Texas Open Meetings Act.
Prepare election documents, receive candidate applications and reports, and oversee all aspects of board election procedures in accordance with applicable laws.
Serve as a liaison between the Superintendent, Board members, district staff, and the community to ensure clear and timely communication.
Maintain and manage official board records, legal documents, and confidential information with the highest level of discretion.
Support board committees and special meetings, including scheduling, logistics, and documentation.
Assign work to executive office clerical staff and oversee completion.
Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
Compile, maintain, and file all reports, records, and other documents as required.
Maintain confidentiality.
Follow district safety protocols and emergency procedures.
Obtain and maintain Notary Public certification and notarize official district and board documents as needed.
Perform all other duties as assigned by the Superintendent.
Supervisory Responsibilities: Monitor the work and issue work assignments to assigned clerical staff.
Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Qualifications Profile: Education/Certification: High school diploma or GED Special Knowledge/Skills: Knowledge of school district organization, operations, and administrative policies Ability to read and comprehend instructions, short correspondence, and memos Ability to make independent decisions regarding planning, organizing, and scheduling Excellent public relations, organization, communication, and interpersonal skills Ability to use software to develop spreadsheets, perform data analysis, and do word processing Ability to multi-task numerous complex administrative activities Experience: 7-10 years or more advanced secretarial experience with extensive contact with people FLSA Status: Non-exempt Salary: Compensation Plan