Executive Assistant

Executive Assistant to the Deputy Superintendent for Business & Operations

Job Type: Direct Hire Salary: $78,000–$100,000 annually, commensurate with experience Location: White Plains, NY On-site Schedule: Monday–Friday, 8:30 AM–5:00 PM

Job Overview Madison Approach Staffing is recruiting for an Executive Assistant to support the Deputy Superintendent at a school district in Westchester County, NY. This is a high-trust, confidential role at the center of the district’s business operations — supporting budget preparation, board resolutions, personnel matters, and daily executive administration. The ideal candidate is a polished, discreet professional who thrives on managing complex administrative details independently and can move fluidly between board-level correspondence and day-to-day office management.

Key Responsibilities

• Provide confidential executive support to the Deputy Superintendent, including correspondence, reports, spreadsheets, and board resolutions
• Assist with budget preparation and long-range planning: research, presentations, proofreading, and analysis schedules
• Manage the Deputy Superintendent’s calendar, meetings, and correspondence; screen and route calls, visitors, and mail
• Prepare agendas and transcribe/proofread minutes of meetings
• Maintain confidential personnel and departmental files, both digital and hard copy, including archiving and secure disposal
• Compile data and prepare informational reports on department operations and special projects
• Review and process employee time and attendance records
• Oversee translation of select materials to Spanish and maintain relevant website content
• Supervise support staff as needed and manage office supplies/equipment
• Serve as a point of contact for board trustees, district personnel, parents, and the public, exercising independent judgment and discretion

Requirements Education & Experience (one of the following):

• Bachelor’s degree plus 3 years of executive assistant experience using automated systems for correspondence, spreadsheets, and documents, with 2 of those years at an executive/managerial level; or
• High school diploma/equivalency plus 7 years of comparable executive assistant experience, with 3 of those years at an executive/managerial level

Skills & Attributes

• Strong command of spreadsheet, word processing, presentation, calendar, email, and database software
• Excellent written and verbal communication skills
• High degree of discretion in handling confidential and sensitive matters
• Sound judgment, initiative, tact, and professional poise
• Strong time-management and prioritization skills; able to follow complex oral and written instructions

Special Requirement

• Must obtain clearance for employment through a fingerprint and criminal history background check in accordance with the SAVE legislation (Chapter 180, Laws of 2000) and NYS Education Department regulations