Executive Assistant III, Operations

A combination of education and experience may be considered. 

Education: 

• Possession of an Associate's degree from an accredited college or university or the equivalent combination of education and experience. 

Experience: 

• Three (3) years of clerical, secretarial, and/or administrative support in an office setting with increasing responsibilities.  

• One (1) year of experience working with budgets, performing account reconciliation, and/or creating financial reports.  

• One (1) year of experience utilizing spreadsheets to organize, manipulate, and analyze data.  

• One (1) year of work experience using web-based productivity and collaboration applications such as Microsoft Office. 

 PREFERRED QUALIFICATIONS 

The ideal candidate for this role will also possess a combination of the additional qualifications below. If you don’t meet every one of the preferred qualifications, we still encourage you to apply, as we welcome applications from candidates with diverse backgrounds and experiences. 

Education: 

• Bachelor's Degree from an accredited college or university. 

Experience: 

• Experience with financial tracking systems and school-based budgeting procedures. 

• Experience working in a PreK–12 public school setting. 

ESSENTIAL POSITION RESPONSIBILITIES 

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. 

• Provides administrative, secretarial, and clerical support to the Chief Operating Officer. 

• Schedules meetings and maintains the calendar for the Chief Operating Officer. 

• Organizes, coordinates, and performs administrative level secretarial/clerical functions; including those of a confidential nature.  

• Prepares and edits correspondence, entailing a wide knowledge of the Department's programs, procedures, functions and policies. 

• Prepares agendas for meetings and sends notices of meetings; takes minutes as necessary. 

• Prepares the data and reports for Board of Education meetings. 

• Maintains financial records related to the Division of Operations. 

• Prepares and processes payments, purchase orders, direct payments, and other financial requests for the division.  

• Maintains financial records related to operating, capital, and grant funds for the Division of Operations. 

• Interprets administrative decisions and policies within the assigned scope of duties and responsibilities. 

• Provides excellent customer service to internal and external stakeholders. 

• Works collaboratively with staff in the Division of Operations to support division initiatives and projects. 

• Assists in the preparation of local and state budgets and grants. 

• Utilizes technology to create and maintain electronic databases, reports, spreadsheets, logs, and other information related to the functions of the department. 

• Organize and maintain files to support office functions. 

• Orders, distributes, and keeps inventory of supplies and materials. 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.  

Knowledge 

• Office Administration: Thorough knowledge of modern office practices, procedures, and executive-level administrative support functions. 

• Financial & Budgetary Principles: Understanding basic accounting, financial record-keeping, and the preparation of operating, capital, and grant budgets. 

• Organizational Policies: Knowledge of the department’s programs, functions, procedures, and policies, as well as an understanding of Board of Education protocols. 

• Business English: Comprehensive knowledge of business English, grammar, spelling, and professional correspondence standards. 

• Records Management: Knowledge of effective physical and electronic filing systems, data organization, and inventory management. 

Skills 

• Technology & Software Proficiency: Advanced skill in utilizing modern office technology, including word processing, spreadsheets, electronic databases, and calendar management software. 

• Written & Verbal Communication: Excellent communication skills to effectively draft, edit, and proofread correspondence, prepare agendas, and take accurate meeting minutes. 

• Financial Processing: Skill in processing payments, purchase orders, direct payments, and maintaining accurate financial logs. 

• Customer Service: Strong interpersonal and customer service skills when interacting with internal staff, external stakeholders, and the public. 

• Time Management: Exceptional organizational and scheduling skills to maintain the Chief Operating Officer’s complex calendar and coordinate meetings. 

Abilities 

• Maintain Confidentiality: Ability to handle sensitive information with the utmost discretion and professionalism. 

• Analytical Interpretation: Ability to accurately interpret, explain, and apply administrative decisions and departmental policies within the scope of assigned duties. 

• Data & Report Compilation: Ability to gather, synthesize, and format data to prepare comprehensive reports for executive leadership and the Board of Education. 

• Collaboration: Ability to work cooperatively and effectively with Division of Operations staff to support and advance division-wide initiatives and projects. 

• Multitasking & Prioritization: Ability to independently manage multiple tasks, prioritize workflows, and meet deadlines in a fast-paced environment. 

ADDITIONAL REQUIREMENTS  

Working Hours 

• The duty day for this position is 8 hours including a one-hour duty-free lunch.  

APPLICATION REQUIREMENTS 

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be considered.  Resumes will not be accepted in lieu of a completed application.  
 
Supplemental Application Questions 

This position requires applicants to provide responses to the below supplemental application questions to determine whether you meet the minimum and preferred qualifications. Please upload your responses in a separate file to the supplemental application questions section of the application. 

1. Please describe your professional experience in administrative support. In your response, clearly detail the specific administrative tasks you handle, your level of autonomy in managing them, and highlight the exact job titles of the person(s), leadership team, or department(s) you supported. Cite the employers and years where you gained this experience. If you do not have this experience, please type NA. 

2. Detail your practical experience managing, tracking, or reconciling operational budgets and financial accounts. In your explanation, identify the specific financial tracking systems or enterprise software (such as Workday, Oracle, or other applications) you have utilized, and walk us through your typical process for verifying account accuracy, resolving discrepancies, and preparing financial reports for leadership. 

3. Describe a complex dataset you have managed in a previous role (such as a school budget, inventory log, or employee directory). Detail how you utilized spreadsheet software (Excel or Google Sheets) to organize and analyze this data. 

       In your response, please explain: 

• Which specific formulas or tools you use (e.g., standard formulas, lookup functions like XLOOKUP/VLOOKUP, Pivot Tables, or Data Validation/conditional formatting) and your level of proficiency. 

SELECTION CRITERIA