Jeffco Public Schools - Colorado
Executive Assistant, Superintendent
Jeffco Public Schools - Colorado, Golden, Colorado, United States, 80401
SUMMARY Responsible for the office operations for the Superintendent serving as liaison for the Superintendent with many different audiences. Provide administrative support and coordinate logistics for meetings, including evening meetings. Collaborate with other key leadership teams and assist in special projects. Assure the office and its communications are organized, timely, and accessible.
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Serve as the primary administrative support to the Superintendent, overseeing daily operations, managing priorities, and ensuring efficiency.
Manage the Superintendent's complex calendar, scheduling meetings, travel, and engagements while prioritizing critical matters.
Oversee communications, screening and responding to calls, emails, and correspondence in collaboration with the District's FRST function.
Prepare, process, and maintain confidential documents, reports, and correspondence with accuracy and discretion.
Facilitate seamless communication and collaboration between the Superintendent, cabinet members, school leaders, and external partners.
Track key priorities, deadlines, and initiatives, providing updates to support informed decision-making. Maintain both the briefing notebook and quick-resource guide for the Superintendent.
Work with relevant teams to research and compile data to assist in reports, presentations, and strategic planning efforts.
Prepare and distribute briefing materials, agendas, reports, and key updates for meetings and engagements.
Plan, coordinate, and provide logistical support for meetings, events, and public engagements; ensuring detailed agendas, minutes, and follow-up actions.
Work with IT and other teams to facilitate virtual and in-person meetings, ensuring a smooth experience for all participants.
Maintain an organized, professional office environment and serve as the primary point of contact for visitors, ensuring a welcoming and professional experience.
Foster positive relationships with internal and external stakeholders, representing the Superintendent's office with professionalism.
Manage budgets for the Superintendent and Chief of Staff (strategic initiatives).
Ensure compliance with district policies, state regulations, and legal requirements related to executive office functions.
Serve as a backup to the Board Executive Assistant as needed.
Perform other duties as assigned.
EXPERIENCE
5 years minimum experience in supporting top School District management , including 2 years of experience in clerical and administrative support. EDUCATION AND TRAINING High School Diploma or GED required plus specialized courses in business/management. CERTIFICATES, LICENSES, REGISTRATIONS None KNOWLEDGE, SKILLS AND ABILITIES Strong knowledge of public education policies, public record laws, and confidentiality regulations (e.g., FERPA). Strong knowledge of district operations and the role of the superintendent. Knowledge of Board Docs and Diligent Community software products, knowledge of standard office software products (Office, Teams), preferred experience with school district specific software (Infinite Campus) and ERP systems. Experienced in handling confidential and sensitive information with discretion. Strong written & verbal communication skills to interact professionally and diplomatically with internal and external stakeholders. Ability to handle sensitive or confidential information with discretion. Ability to manage multiple priorities, balancing both long-term initiatives and daily tasks, in a fast-paced environment. Ability to anticipate the needs of the Superintendent. SPAN OF CONTROL This position does not have any supervisory duties. The physical demands, mental functions, and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PHYSICAL DEMANDS Ability to focus on objects at varying distances and distinguish between colors (with corrective lenses). Perform tasks that require manual dexterity, including operation of computers & small office equipment. Basic mobility and the ability to navigate the office environment safely. Ability to speak clearly, listen attentively (with assistance devices), and convey information accurately. MENTAL FUNCTIONS Ability to analyze complex situations, identify potential risks, and devise effective solutions. Ability to remain flexible in dynamic environments, adjusting plans and strategies as necessary to accommodate changing requirements or circumstances. Ability to effectively communicate and collaborate with other teams. Ability to manage time and priorities to meet deadlines. WORK ENVIRONMENT Work is performed in a semi-secured office building with a typical office environment and risk factors.
5 years minimum experience in supporting top School District management , including 2 years of experience in clerical and administrative support. EDUCATION AND TRAINING High School Diploma or GED required plus specialized courses in business/management. CERTIFICATES, LICENSES, REGISTRATIONS None KNOWLEDGE, SKILLS AND ABILITIES Strong knowledge of public education policies, public record laws, and confidentiality regulations (e.g., FERPA). Strong knowledge of district operations and the role of the superintendent. Knowledge of Board Docs and Diligent Community software products, knowledge of standard office software products (Office, Teams), preferred experience with school district specific software (Infinite Campus) and ERP systems. Experienced in handling confidential and sensitive information with discretion. Strong written & verbal communication skills to interact professionally and diplomatically with internal and external stakeholders. Ability to handle sensitive or confidential information with discretion. Ability to manage multiple priorities, balancing both long-term initiatives and daily tasks, in a fast-paced environment. Ability to anticipate the needs of the Superintendent. SPAN OF CONTROL This position does not have any supervisory duties. The physical demands, mental functions, and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PHYSICAL DEMANDS Ability to focus on objects at varying distances and distinguish between colors (with corrective lenses). Perform tasks that require manual dexterity, including operation of computers & small office equipment. Basic mobility and the ability to navigate the office environment safely. Ability to speak clearly, listen attentively (with assistance devices), and convey information accurately. MENTAL FUNCTIONS Ability to analyze complex situations, identify potential risks, and devise effective solutions. Ability to remain flexible in dynamic environments, adjusting plans and strategies as necessary to accommodate changing requirements or circumstances. Ability to effectively communicate and collaborate with other teams. Ability to manage time and priorities to meet deadlines. WORK ENVIRONMENT Work is performed in a semi-secured office building with a typical office environment and risk factors.