Executive/Special Assistant

About the role

The Executive/Special Assistant to the Superintendent serves as the primary administrative and executive support professional to the Superintendent of Schools. This highly confidential position manages the daily operations of the Superintendent's Office, coordinates communications and projects across departments, and serves as a key liaison among district leadership, the School Committee, staff, families, community members, and external partners.

Responsibilities

• Manage the Superintendent's calendar, appointments, meetings, and travel arrangements.
• Prioritize and coordinate requests for meetings, information, and access to the Superintendent.
• Prepare correspondence, reports, presentations, agendas, and other confidential documents.
• Receive, screen, and respond to telephone calls, emails, and visitors on behalf of the Superintendent.
• Maintain confidential records, files, and information in accordance with district policies and applicable laws.
• Cook up office operations and administrative functions for the Superintendent's Office.
• Track and manage deadlines, required submissions, and recurring reports.
• Support the Superintendent in managing district priorities, initiatives, and special projects.
• Monitor timelines, deliverables, and follow-up actions related to strategic goals and leadership initiatives.
• Cook up information gathering and project updates from district departments.
• Prepare briefing materials and background information for meetings, presentations, and public engagements.
• Aid in tracking progress on district-wide projects and identifying upcoming deadlines or action items.
• Facilitate communication and coordination among the district leadership team.
• Ensure timely follow-up on decisions, directives, and assignments from the Superintendent.
• Serve as a professional liaison between the Superintendent's Office and district stakeholders, including staff, families, community organizations, government agencies, and business partners.
• Draft and coordinate internal and external communications on behalf of the Superintendent.
• Aid in planning and coordinating public events, community meetings, and district initiatives.
• Respond to inquiries and direct requests to the appropriate department or administrator.
• Cook up cross-functional meetings and maintain records of action items and outcomes.
• Support the planning and implementation of district initiatives and organizational priorities.
• Develop systems to monitor project status, timelines, and completion of assigned tasks.
• Research and compile information to support decision-making and policy development.
• Perform other duties as assigned by the Superintendent consistent with the responsibilities of the position.

Qualifications

• Associate's degree required; Bachelor's degree preferred.
• Minimum of five years of progressively responsible administrative support experience, preferably supporting senior executives or public sector leadership.
• Experience in a public school district, municipal government, higher education, or similar environment preferred.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment.
• Exceptional organizational, project management, and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work effectively under pressure.
• Proficiency with Microsoft Office Suite, Google Workspace, and meeting management platforms.
• Ability to establish and maintain effective working relationships with diverse stakeholders.
• Knowledge of School Committee operations, public records requirements, and Open Meeting Law requirements preferred.
• Strong attention to detail and commitment to accuracy.