Executive Administrative Specialist - Board of Education

Location: Board of Education - Central Office, Fisher Building, 3011 W. Grand Blvd, Detroit, MI 48202
Reports to: President of the Board of Education, or designee
Benefits eligible: Yes
Telecommuting eligibility: Subject to administrator approval in accordance with policy

About the role

The Executive Administrative Specialist supports the Board of Education with their day-to-day duties as elected officials and acts as a liaison and coordinator with the community for events, to collect stakeholder input, and to represent the Board as needed. The role involves generating official communications, receiving and responding to constituent concerns, assisting with the maintenance of official Board of Education documentation through BoardDocs, and acting as a liaison with members of the community and DPSCD staff. The specialist maintains confidentiality with sensitive information and assists with tasks related to hosting Board meetings (virtual and in-person), special events, and other community gatherings.

Responsibilities

• Liaise with members of the District community by representing the Board at events, functions, receiving correspondence on behalf of the Board, and relaying information to Board members as appropriate.
• Request, collect, and share related data and information in an accurate and timely manner.
• Collaborate with District staff, including the Superintendent and their designee(s), in a professional and transparent manner.
• Prepare both confidential and public-facing material related to Board agenda items.
• Maintain confidentiality of sensitive information in all conversations, both at work and outside the workplace.
• Coordinate office services, prepare a variety of reports, correspondence, and related documents, assist with data collection, budget preparation, record maintenance, staff training, and special projects.
• Coordinate special projects as assigned, including tracking progress on project completion.
• Establish strong working relationships with parents, community, staff, and business partners, demonstrating accountability with a focus on customer service and office decorum.
• Plan, prepare, schedule, and attend Board-related meetings and events.
• Prepare logistical and material resources for Board meetings, workshops, and conferences.
• Stay up to date on Board-related policies and procedures, updating core foundational board documents as necessary.
• Maintain official Board of Education meeting documents and materials.
• Review and prepare confidential correspondence, reports, and other complex documents.
• Attend Board meetings and Board committee meetings.
• Screen, prioritize, resolve, and manage incoming communications, including phone calls, emails, and other written correspondence of assigned executives.
• Maintain an up-to-date database of constituent contact information.
• Assist with coordination of activities with other department staff engaged in program activities to meet educational objectives.
• Coordinate and assist with planning of conferences and meetings.
• Fulfill other duties and responsibilities as assigned.

Requirements

• Bachelor’s degree or higher. Candidates without a Bachelor’s degree may be considered provided they have a combination of some higher education coursework and at least five (5) years of related professional experience.
• Minimum of five (5) years of increasingly responsible work experience in an office environment providing administrative support and/or constituent relations and customer service.
• Experience providing confidential administrative support to an executive or elected official preferred.
• Knowledge of Board policies and procedures.
• Excellent verbal, written, and interpersonal communication skills.
• Excellent customer service and problem-solving skills.
• Experience gathering data and preparing accurate and timely records, reports, notices, memos, and correspondence.
• Experience maintaining a high level of confidentiality, responding to public inquiries and internal requests with diplomacy and professionalism.
• Ability to work effectively, proven organizational skills, and ability to perform multi-tasks and prioritize work in a fast-paced environment to meet tight deadlines.
• Proficiency with Office 365 applications, including Microsoft Teams and Zoom.
• Excellent proofreading, editing, and research skills to ensure accuracy and thoroughness of work assignments; must be detail-oriented.
• Knowledge of BoardDocs as a system for maintaining Board-related policies, agendas, communications, and information.