Executive Assistant to the Superintendent and Secretary to the BOE Job at DuPage

Position Summary This executive-level, confidential role provides comprehensive administrative support for the Superintendents Office and the School Board. The position supports the daily operations of the District Office, attends Board and community meetings, and coordinates the distribution of essential documents. Qualifications Three years of experience as an administrative assistant for an executive-level corporate or educational cabinet-level administrator or Principal Minimum of two years of Post Secondary Education with business education, management training, communications, or public relations courses preferred. BA preferred Advanced technology skills, including Google Workplace; knowledge of website portals such as BoardBook Premier is a plus Excellent written and oral communication skills High level of accuracy, dependability, and organization Ability to advocate, collaborate, empathize, innovate, adapt, learn, and embrace diversity Essential Duties and Responsibilities Board of Education Attend all Board of Education meetings; transport and distribute necessary materials Communicate with the Board President to review Board agenda materials prior to meetings Record accurate minutes; publish minutes as required by law Submit approved closed session minutes to the attorney for semi-annual review Maintain permanent records of the Board; safeguard records for public inspection Coordinate and distribute the Annual Board Meeting Calendar; coordinate special meetings Arrange security and set-up needs for all Board meetings with the buildings Prepare, collect, review, and distribute Board agenda items in a timely manner and in accordance with state law; post meeting agendas at meeting location and on the website Create the webinar livestream for Board meetings and share final recording in BoardBook Act as the local election official; onboard new Board members and ensure state?mandated training Assist with notification and screening for filling a Board vacancy Act as liaison for communications to and from the Board; assist with written communications as required Act as point of contact for the Boards attorney of record Assist with distribution and posting of calendars, agendas, and minutes for established Board committees; maintain official records for committees In partnership with the Board President, manage the Superintendents annual performance evaluation Coordinate conference attendance for Board members and arrange accommodations Communicate and plan for Board member participation at commencement and other school events Manage school closure protocols due to inclement weather; maintain and update the Emergency School Closing Notebook annually Maintain records for donations made to the schools Maintain confidentiality in handling sensitive matters Other duties as assigned by the Board Essential Duties and Responsibilities Superintendents Office Prepare written communication on behalf of the Superintendent, including responses to student transfer requests Coordinate Superintendent attendance at various conference events and arrange accommodations as required; assist with district office administrators attendance at IASB Joint Annual Conference Coordinate the Superintendents calendar, as needed Prepare and maintain confidential information pertaining to employees, Board members, students, district plans, administrator hiring, etc. Coordinate performance evaluations of Principals and district-level administrators on behalf of the Superintendent Schedule and coordinate district-level meetings of the Superintendent including union meetings, building instructional visitations, and cabinet and senior leadership action team meetings Arrange partner meetings with feeder districts to District 87 at least twice a year Oversee district compliance with required training for OMA and FOIA for staff and Board members Manage short- and long-term projects (e.g., district activity pass, holiday acknowledgement, district office team building events, student and staff achievement recognition) Maintain familiarity with the organizational structure, functions, policies and regulations of the school district and educational laws Oversee the preparation of the Superintendents weekly update to the Board Act as the district administrator for the ISBEs data and reporting system (IWAS); manage approval of access requests or revocation and filing submissions Serve as liaison between the Superintendents office and professional/service organizations and local government agencies; complete distribution of information, required forms or surveys as directed Participate and/or chair Glenbard Administrative Support Personnel and Glenbard Associated School Secretaries (with feeder schools) at the request of the Superintendent Order supplies and enroll in subscriptions or memberships as required by the Superintendent Collaborate with the Communications team to support communication between the Superintendent and the greater Glenbard community Serve as lead support for district office events Available for weekend and evening events when requested by the Superintendent Perform other duties as assigned by the Superintendent Knowledge and Skills Ability to read, analyze, and interpret documents such as correspondence, surveys, and electronic media Ability to write reports and other professional communications Ability to present information effectively and respond to questions from individuals and groups Ability to establish and maintain effective working relationships with staff and community members Ability to communicate clearly and concisely, both orally and in written form Ability to complete mathematical operations and apply concepts of basic mathematics Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists Ability to maintain current job skills as directed, especially in technology-related activities Ability to perform essential duties with an awareness of school district requirements and Board of Education policies Physical Demands and Work Environment The physical demands described here represent 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 While performing the duties of this job, the employee is regularly required to sit and talk or hear The employee is frequently required to stand, walk, operate duplicating machines and computer equipment; reach with hands and arms; and will frequently repeat actions with the same hand, arm, or finger motion such as when typing Collaboration with other staff within the district, as well as others, as deemed necessary Specific vision abilities required by this job include close vision, and the ability to adjust focus; in addition, the ability to withstand long-term use of video display terminals (VDT) is required The employee may occasionally lift up to 30 pounds such as reference books The noise level in the work environment is usually moderate The pace of work tasks would be considered fast Work is usually conducted at one job site; however, on occasion, this employee will be required to attend meetings, conferences, or workshops and events at other sites as assigned Contact and Application Interested parties should fill out the online application at District 87 Employment. Questions may be directed to Josh Chambers, Assistant Superintendent for Human Resources. Glenbard Township High School District 87 is Equal Opportunity Employer. The policy and practice of District 87 to decide all matters relating to employment solely on the basis of the applicants ability to perform the essential functions of the position. It shall be the policy Glenbard Township High School District 87 to hire all staff without discrimination because of race, color, creed, religion, sex, sexual orientation, marital status, national origin or ancestry, age, disability, physical or mental handicap unrelated to ability, or an unfavorable discharge from military service, or citizenship status provided the individual is authorized to work in the United States. #J-18808-Ljbffr