Job Title: Executive Assistant
| Reports to: | Superintendent |
| Job Group: | Non-Instructional Non-Bargaining |
| FLSA: | Non-Exempt |
| Job Code: | 6001 |
| Salary Schedule: | PG18 |
JOB GOAL
Responsible for supporting the Superintendent through strategically managing time and commitments to best serve the priorities of the superintendent’s office and ensuring efficient administrative support for all leadership priorities. This person must be exceedingly well organized and flexible and enjoy the administrative challenges of supporting a large school district. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, is crucial to this role. This will include routine contact with the Superintendent's Senior Staff as well as School Board Members.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Strategically manage schedules, appointments, and daily activities in alignment with the superintendents' priorities.
- Take detailed notes during meetings, capturing key takeaways, and identifying next steps; ensure timely execution and follow-up on all action items.
- Coordinate and manage communications, including responding to emails, phone calls, and written correspondence on behalf of the Superintendent and direct communications to District personnel as appropriate.
- Facilitate effective leadership by organizing and supporting meetings with stakeholders, District staff, and the board of education.
- Assist with drafting reports, presentations, and speeches for the Superintendent.
- Prepare and organize materials for school board meetings, executive leadership meetings, and community events.
- Manage the superintendent’s travel arrangements, event planning, and logistical needs for internal and external engagements.
- Ensure timely follow-up on action items from meetings and assist in maintaining records and files for the office in alignment with the records retention policy.
- Handle sensitive and confidential information with discretion and professionalism.
- Provide administrative and secretarial support with minimal direction in all aspects of work.
- Greet and check in visitors, assist with inquiries, and direct them to the appropriate areas as needed.
- Maintain and update internal accounts, ensuring that cash and other funds are received, balanced, deposited and/or disbursed according to District, State, and Federal guidelines.
- Prepare reports including Balance Sheet, Revenue & Expense Statement, Project Manager Report, revenue and disbursement detail reports, and other related program reports as required.
- Assist staff with financial activities to ensure all processes are carried out according to District procedures and policies.
- Coordinate and process purchases, including inputting all purchase requests, tracking purchase orders, receiving and distributing materials to appropriate departments upon arrival, reconciling expenditures, and assisting staff with proper purchasing procedures.
- Order and maintain an adequate supply of materials and supplies and arrange for equipment maintenance as needed.
- Manage P-Card transactions, including collecting and scanning receipts, verifying coding, and ensuring compliance with District procedures.
- Notify appropriate personnel of emergency and critical situations for resolution.
- Attend meetings, in-service trainings, and ongoing professional development opportunities as required.
- Perform other duties as assigned.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Strong problem-solving and project management skills, including attention to detail, and the ability to balance the big picture with detailed steps to reach an end goal
- Demonstration of a sense of urgency regarding closing the achievement gap and driving high quality educational opportunities for all students
- A flexible, optimistic approach; committed to overcoming challenges; comfortable with change and ambiguity
- Excellent time management skills and ability to organize, prioritize, and manage work assignments in an efficient manner and within established timeframes
- Operating knowledge of computer programs, including email, word processing, spreadsheets, databases, and web-based technologies and platforms
- Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media.
- Ability to effectively engage in the problem-solving process
- Ability to work collaboratively with diverse teams and build strong relationships with internal and external stakeholders
- Willingness to go above and beyond to contribute to the success of a dynamic team committed to a new future for quality education
EDUCATION, TRAINING & EXPERIENCE
- High School Diploma or General Education Degree (GED) from an accredited institution
- Five years’ experience in an executive setting or within education administration
- OR
- Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position
CERTIFICATES, LICENSES & REGISTRATIONS
None
PREFERRED QUALIFICATIONS
- Bachelor’s degree from an accredited institution in the field of Business Administration, Communications, or related field
- Experience in supporting leadership transitions
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.
PHYSICAL ACTIVITY
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is required to sit, talk, and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.
MACHINES, TOOLS, EQUIPMENT
- General office equipment, including personal computers, fax machines, copiers, telephones, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
