Executive Assistant I - Fine Arts

About the Role

Provide administrative secretarial support to a non-campus or central office administrator. Perform routine secretarial duties to ensure the smooth and efficient operation of the office. This position is responsible for the clerical operation of a major subdivision, requiring frequent contact with senior officials of the school system, as well as community and business leaders.

Responsibilities

• Plan, initiate, and complete department, program, or administrative secretarial support activities; develop, monitor, and modify office procedures; organize office projects and processes; manage day-to-day office operations.
• Organize school-division-wide projects, overseeing the development and dissemination of program materials, special mailings, procedure guides, manuals, and training materials.
• Screen the director's telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the director with pertinent background material.
• Relieve the director of routine administrative tasks to ensure smooth and efficient day-to-day operation of the department.
• Supervise subordinate clerical/secretarial staff; assign duties and review completed work for accuracy and completeness. Serve as backup for other clerks/secretaries assigned to the office.
• Prepare meeting sites; attend meetings, hearings, and conferences to take official minutes.
• Make travel arrangements.
• Compile data for reports and gather and interpret information from appropriate sources; process personnel evaluation reports and budget-related documents; prepare information and presentation packets including graphs and charts.
• Organize and maintain filing systems according to standard procedures; reconcile records such as inventories of supplies and equipment; track employee leave time and work hours; process and maintain payroll files for supplemental pay.
• Prepare requisitions, vouchers, budget forms, and other payroll and financial data; maintain and reconcile detailed financial records and requests for payment; assist with preparation of the department budget.
• Compose routine correspondence, newsletters, and other communications; compile data for questionnaires; maintain control records on incoming correspondence and follow up on work-in-progress.
• Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.
• Maintain supervisor's calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees.
• Attend professional development activities/programs to stay current with developments and innovations in the field.

Requirements

• High School diploma or GED; post-high school business or business management coursework highly desirable.
• Minimum of 3 years of secretarial experience preferred.
• Ability to establish and maintain successful working relationships with employees, central and school-based staff, and the public.
• Ability to compose written reports and professional correspondence.
• Strong communication skills and ability to understand written and oral instructions.
• Excellent interpersonal skills, sound judgment, and strong organizational skills.
• Proficient in the use of computer programs such as Excel, PowerPoint, and Word.
• Knowledge of the district’s accounting/financial program.

Physical Requirements

The work environment includes classrooms, offices, workstations, and meeting rooms. The position requires:

• Occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying items weighing less than 40 pounds (e.g., books, papers, presentation materials).
• Regular use of hands to finger, handle, or feel objects, tools, or controls; reaching with hands and arms; talking or hearing.
• Specific vision abilities including close vision, color vision, and the ability to adjust focus.
• Attendance at conferences and professional development activities.
• Ability to work prolonged or irregular hours and maintain emotional control under stress.

Work involves everyday risks and discomforts requiring normal safety precautions. Some assignments may involve contact with disruptive students or angry parents, strict deadlines, moderate noise levels, and high workflow volume.

Additional Information

This position may offer flexible work options, including the possibility of working some days remotely from home at the discretion of the supervisor.