Senior Executive Assistant (2026-27)

Position Description

TITLE:

Senior Executive Assistant to the Superintendent

REPORTS TO:

Superintendent

DEPARTMENT:

Office of the Superintendent

CLASSIFICATION:

Classified Management

Confidential

FLSA:

Exempt

WORK YEAR/HOURS

261 Days/7.5 Hours

ISSUED:

Created: June 2013

SALARY GRADE:

CFCA 20

BASIC FUNCTION : Under general direction and minimal supervision, serve as confidential executive assistant to the Superintendent, performing a wide variety of highly independent, difficult, and complex administrative support services in the office of the Superintendent.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

Act as confidential executive assistant to the Superintendent, relieving the Superintendent of a wide variety of technical and administrative detail by performing independent and highly responsible administrative and staff duties in activities which support the District’s educational goals, programs and objectives.

Assist Superintendent in editing written communications; create multimedia presentations for Superintendent; independently compose, prepare, and assemble materials such as communication updates and summary reports, including the annual Board goals; research topics; collect and compile statistics, financial, legislative, and other diverse and specialized data.

Conduct research, analyze data, and prepare and maintain a variety of complex confidential and non-confidential statistical reports, records, and files for accurate and comprehensive data necessary for effective decision-making by the Superintendent and senior management.

Coordinate the Superintendent’s calendar; schedule appointments and meetings; facilitate logistical arrangements for large scale events as needed.

Work closely with Superintendent’s Cabinet; coordinate Cabinet meeting schedule, prepare agendas, keep abreast of Cabinet business and follow up after meetings to ensure necessary actions are initiated on behalf of the Superintendent.

Attend and record proceedings from confidential and sensitive official and unofficial meetings as directed by the Superintendent; review minutes prepared by others from proceedings to ensure accuracy, quality and proper grammar and tone; serve as a member of Triangulation, Superintendent’s Circle, Superintendent’s Cabinet and Leadership Team; represent and act on behalf of the Superintendent as directed.

Maintain a variety of manual and electronic documents, files and records (e.g. minutes, policies, calendar of appointments, official records, directives, etc…) for the purpose of providing up-to-date reference and audit trail for compliance with District, local, state and federal regulations.

Advise the Superintendent on District policies, procedures and regulations including implications and issues; a rticulate District policy and procedures and convey information regarding District programs and functions; make decisions on procedural matters within the scope of the position’s responsibility.

Stay abreast on a variety of District matters and advise the Superintendent accordingly; identify priorities and coordinate functions to meet District goals and objectives to assure student achievement.

Ensure the Superintendent is fully prepared for all official and unofficial proceedings with up-to-date information and background data, complete agendas and documentation, accurate schedules, including a Superintendent’s priority brief for all meetings.

Serve as liaison to board members and senior management on policy information.

Manage and supervise the coordination of Board agendas, minutes, follow-up correspondence, reports, and memoranda of actions taken; notify administrative staff of items due for future Board meetings, ensure timely submission of agenda items from staff; maintain calendar of regular Board meetings and submission deadlines.

Manage and supervise staff to provide administrative support to Board members on Board-related matters, including, but not limited to scheduling appointments, preparing correspondence and conducting legislative research.

Oversee staff in researching and analyzing B…