Oklahoma City Public Schools
Executive Assistant to the Chief Operations Officer
Oklahoma City Public Schools, Oklahoma City, Oklahoma, United States, 73116
Executive Assistant to the Chief Operations Officer
Executive Assistant to the Chief Operations Officer role at Oklahoma City Public Schools
Position Summary The Executive Assistant to the Chief Operating Officer (COO) provides comprehensive administrative and operational support to the COO and the Operations Division. This position ensures efficient coordination of office functions, supports key operational initiatives, and facilitates communication across departments to maintain safe, student-ready learning environments. The Executive Assistant manages complex scheduling, prepares reports, and coordinates events, serving as a key administrative partner to the COO while maintaining confidentiality in all matters.
Essential Duties
Support the COO in coordinating operational initiatives that impact instructional environments, including transportation, nutrition, and facility readiness.
Assist in preparing reports, presentations, and documentation for Cabinet meetings, Board sessions, and community engagement events.
Maintain accurate records and files related to bond projects, operational policies, and compliance requirements.
Provide responsive and professional assistance to district leaders, schools, and staff on operational inquiries.
Model a culture of professionalism, confidentiality, and service excellence in all interactions.
Coordinate leadership meetings, training sessions, and communication across operations teams.
Provide professional development and training to Operations Administrative Coordinators and ensure cascaded information is communicated effectively across the division.
Ensure transparency and accountability by maintaining organized and accessible records for operational projects and initiatives.
Foster a culture of trust and continuous improvement by supporting timely communication and follow‑up on action items.
Serve as a liaison between the COO’s office and internal/external stakeholders to promote equity and responsiveness.
Plan and coordinate district‑wide events such as luncheons, committee meetings, bulletin board updates, and other tasks as assigned to support engagement and team culture.
Manage daily office operations for the COO, including scheduling, calendar management, travel coordination, and correspondence.
Track and monitor progress on key operational initiatives, including bond implementation and service delivery metrics.
Assist in preparing and monitoring the COO’s budget, processing purchase orders, and submitting expense reports.
Support coordination of site visits, inspections, and operational meetings, ensuring timely logistics and documentation.
Provide general administrative support, including mail triage, phone communication, and document preparation.
Perform other duties as assigned in alignment with the district’s mission and values.
Key Focus Areas
Safe, reliable, and equitable operational systems in every school
Timely delivery of services that protect instructional time
Transparent management of bond, capital, and facilities projects
Cross‑functional integration of all operational divisions
Equity in service access across all communities and schools
Performance Indicators
95%+ on‑time service delivery
100% compliance with all regulatory, audit, and safety requirements
Documented evidence of equitable service access across schools
Quarterly monitoring confirms alignment of safety initiatives to literacy, numeracy, and postsecondary goals
Year‑over‑year increases in principal, staff, and student satisfaction with safety programs and services
Minimum Qualifications
Associate’s degree in Business Administration, Public Administration, or related field.
Minimum of three (3) to five (5) years of progressively responsible administrative or executive support experience, preferably in a large organization.
Demonstrated proficiency with Microsoft Office and Google Workspace.
Excellent written and verbal communication skills.
Ability to maintain confidentiality, exercise sound judgment, and manage multiple priorities with accuracy and professionalism.
Possession of a valid driver’s license and an acceptable driving record meeting district insurance requirements.
Familiarity with school district organizational structure, departmental functions, and directives issued by leadership.
Relevant experience may be substituted for formal education at a 2:1 ratio. Therefore for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.
Preferred Qualifications
Bachelor’s degree in Business Administration, Public Administration, or related field preferred.
Five (5) to seven (7) years of progressively responsible administrative or executive support experience, preferably in a large organization.
Familiarity with ERP systems (e.g., SAP, Oracle, etc.) and project management tools.
Bilingual or bicultural experience.
Physical/Mental Requirements
Must have adequate manual dexterity to write legibly and perform required duties on the computer.
Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
Physical agility, able to bend, stoop, sit on the floor, walk, reach and climb stairs.
Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
Sitting for prolonged periods of time.
May periodically require work outside of normal business hours, including weekends, under sometimes stressful conditions in order to meet business needs and strict deadlines.
Work Environment
Office duties will be performed in a well‑lighted, climate controlled environment.
Reports To Chief Operations Officer
FSLA Status Non‑Exempt
Compensation Schedule 807
Work Days 242
FTE 100%
Equal Employment Opportunity Statement This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.
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Position Summary The Executive Assistant to the Chief Operating Officer (COO) provides comprehensive administrative and operational support to the COO and the Operations Division. This position ensures efficient coordination of office functions, supports key operational initiatives, and facilitates communication across departments to maintain safe, student-ready learning environments. The Executive Assistant manages complex scheduling, prepares reports, and coordinates events, serving as a key administrative partner to the COO while maintaining confidentiality in all matters.
Essential Duties
Support the COO in coordinating operational initiatives that impact instructional environments, including transportation, nutrition, and facility readiness.
Assist in preparing reports, presentations, and documentation for Cabinet meetings, Board sessions, and community engagement events.
Maintain accurate records and files related to bond projects, operational policies, and compliance requirements.
Provide responsive and professional assistance to district leaders, schools, and staff on operational inquiries.
Model a culture of professionalism, confidentiality, and service excellence in all interactions.
Coordinate leadership meetings, training sessions, and communication across operations teams.
Provide professional development and training to Operations Administrative Coordinators and ensure cascaded information is communicated effectively across the division.
Ensure transparency and accountability by maintaining organized and accessible records for operational projects and initiatives.
Foster a culture of trust and continuous improvement by supporting timely communication and follow‑up on action items.
Serve as a liaison between the COO’s office and internal/external stakeholders to promote equity and responsiveness.
Plan and coordinate district‑wide events such as luncheons, committee meetings, bulletin board updates, and other tasks as assigned to support engagement and team culture.
Manage daily office operations for the COO, including scheduling, calendar management, travel coordination, and correspondence.
Track and monitor progress on key operational initiatives, including bond implementation and service delivery metrics.
Assist in preparing and monitoring the COO’s budget, processing purchase orders, and submitting expense reports.
Support coordination of site visits, inspections, and operational meetings, ensuring timely logistics and documentation.
Provide general administrative support, including mail triage, phone communication, and document preparation.
Perform other duties as assigned in alignment with the district’s mission and values.
Key Focus Areas
Safe, reliable, and equitable operational systems in every school
Timely delivery of services that protect instructional time
Transparent management of bond, capital, and facilities projects
Cross‑functional integration of all operational divisions
Equity in service access across all communities and schools
Performance Indicators
95%+ on‑time service delivery
100% compliance with all regulatory, audit, and safety requirements
Documented evidence of equitable service access across schools
Quarterly monitoring confirms alignment of safety initiatives to literacy, numeracy, and postsecondary goals
Year‑over‑year increases in principal, staff, and student satisfaction with safety programs and services
Minimum Qualifications
Associate’s degree in Business Administration, Public Administration, or related field.
Minimum of three (3) to five (5) years of progressively responsible administrative or executive support experience, preferably in a large organization.
Demonstrated proficiency with Microsoft Office and Google Workspace.
Excellent written and verbal communication skills.
Ability to maintain confidentiality, exercise sound judgment, and manage multiple priorities with accuracy and professionalism.
Possession of a valid driver’s license and an acceptable driving record meeting district insurance requirements.
Familiarity with school district organizational structure, departmental functions, and directives issued by leadership.
Relevant experience may be substituted for formal education at a 2:1 ratio. Therefore for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.
Preferred Qualifications
Bachelor’s degree in Business Administration, Public Administration, or related field preferred.
Five (5) to seven (7) years of progressively responsible administrative or executive support experience, preferably in a large organization.
Familiarity with ERP systems (e.g., SAP, Oracle, etc.) and project management tools.
Bilingual or bicultural experience.
Physical/Mental Requirements
Must have adequate manual dexterity to write legibly and perform required duties on the computer.
Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
Physical agility, able to bend, stoop, sit on the floor, walk, reach and climb stairs.
Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
Sitting for prolonged periods of time.
May periodically require work outside of normal business hours, including weekends, under sometimes stressful conditions in order to meet business needs and strict deadlines.
Work Environment
Office duties will be performed in a well‑lighted, climate controlled environment.
Reports To Chief Operations Officer
FSLA Status Non‑Exempt
Compensation Schedule 807
Work Days 242
FTE 100%
Equal Employment Opportunity Statement This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.
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