Mead School District · 2 days ago
Executive Assistant to the Superintendent
Mead, WA
Full-time
Onsite
Senior Level
$36.47/hr - $50.64/hr
5+ years expMead School District is seeking an Executive Assistant to the Superintendent who will perform highly confidential and complex duties in support of the Superintendent's Office. The role involves managing the Superintendent's calendar, coordinating Board meetings, and serving as a liaison between various stakeholders while maintaining discretion and organizational skills.
EducationNon Profit
Responsibilities
Provide support for the management and coordination of the Superintendent's complex calendar, scheduling meetings, appointments, conferences, and site visits while ensuring adequate preparation time
Review written communications, reports, correspondence, and presentations prepared by the Superintendent. Provide insight, analysis, and substantive feedback to ensure messaging is clear, connected to the district’s strategic objectives, and is free from grammatical and/or factual errors
Screen, prioritize, and route incoming communications, including phone calls, emails, and correspondence, responding independently when appropriate
Coordinate travel arrangements and accommodations for the Superintendent's attendance at conferences, workshops, and professional meetings
Maintain confidential files and records related to personnel matters, negotiations, legal issues, and other sensitive information
Serve as the primary point of contact for internal and external stakeholders seeking access to the Superintendent
Handle administrative details to allow the Superintendent to focus on strategic leadership and district operations
Prepare, compile, and distribute Board meeting agendas, supporting materials, and information packets in consultation with the Superintendent and Board President, ensuring compliance with public meeting law timelines
Attend all Board meetings (generally held every other Monday night on the 2nd and 4th Monday each month) to provide administrative support and assist with meeting logistics
Record, prepare, and maintain accurate and official Board meeting minutes in accordance with state law and district policy
Coordinate Board meeting logistics, including room setup, public access accommodations, and refreshments (when necessary)
Manage the Board's calendar and coordinate special meetings, retreats, training sessions, and events (to include required travel arrangements and accommodations)
Serve as custodian of official Board documents, resolutions, policies, and historical records
Assist with Board member onboarding, training compliance tracking, and evaluation processes
Facilitate communication between Board members and the Superintendent's office while maintaining appropriate protocols
Work closely with the superintendent to maintain and update district policies, procedures, and regulations, as well as integration of changes to state education codes and laws affecting district operations
Assist in tracking and coordinating compliance with state and federal reporting requirements
Coordinate research regarding policies and procedures, working closely with associated leaders/departments to identify changes and modifications
Monitor changes in education law and regulatory requirements that may affect district operations
Coordinate required training for staff and Board members on topics such as the Open Public Meetings Act
Serve as a liaison between the Superintendent's office and various stakeholders, including staff, parents, community members, government agencies, and partner organizations
Coordinate and partner with the District’s communications department (Public Information Officer) to disseminate information to district employees, the public, and external organizations
Manage public communications and inquiries directed to the Superintendent's office
Maintain the district's administrative website content related to the Superintendent and Board
Coordinate public information releases in collaboration with the communications department
Track and reconcile departmental expenditures and maintain financial records
Coordinate contracts and agreements requiring Superintendent or Board approval
Coordinate district-level meetings, including administrative cabinet, leadership team, and interdepartmental meetings
Maintain master district calendars and coordinate scheduling for district-wide events and activities
Organize special events, recognition ceremonies, and community engagement activities
Assist superintendent in managing relationships with professional organizations, service providers, and government agencies
Provide occasional support to the Human Resources department as needed
Assist with coordination of administrative performance evaluations
Maintain confidentiality as it pertains to personnel records and documentation
Support recruitment processes for administrative positions as directed
Provide cross-training and backup support for other administrative staff
Coordinate vendor relationships and service agreements for the Superintendent's office
Manage special projects and initiatives as assigned by the Superintendent
Assist with grant applications, reports, and compliance documentation
Maintain professional development and stay current on best practices in executive support
Perform other duties as assigned
Qualification
Required
Associate degree in Business Administration, Public Administration, Communications, or related field, or equivalent combination of education and experience
Minimum of five (5) years of progressively responsible administrative or executive assistant experience, ideally in a public sector or school district environment
Prior experience supporting executive-level leadership and/or governing boards
Demonstrated experience managing confidential and sensitive information with discretion
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other technology applications, including document management systems, video conferencing platforms, and web-based programs, and the ability to learn new systems quickly
Exceptional ability to communicate clearly, professionally, and diplomatically in writing (including business writing, proofreading, and editing) and verbally with all stakeholders
Demonstrated ability to work independently, exercise sound professional judgment, and make decisions within the scope of authority
Superior organizational skills with the ability to manage multiple complex projects simultaneously and provide exceptional attention to detail and accuracy
Proven ability to manage competing priorities, meet deadlines, and maintain composure under pressure
Excellent interpersonal skills and ability to work effectively with diverse populations
Flexibility to work extended hours, including evening Board meetings
Ability to identify issues, propose solutions, and take corrective action
Commitment to providing excellent service to internal and external customers with a positive, professional demeanor
Team-oriented approach with the ability to work cooperatively across departments while also working independently
Flexibility to adjust to changing priorities and handle unexpected situations calmly and efficiently
Self-motivated with the ability to anticipate needs and take proactive action
Must pass a criminal background check and satisfy all district employment requirements
Preferred
Bachelor's degree in related field
Previous school district or public agency experience
Experience with Board governance and public meeting protocols
Knowledge of Washington State education code, public records law, and Open Public Meetings Act
Familiarity with school district operations, organizational structure, and collective bargaining
Experience with budget management and financial tracking
Benefits
13 paid holidays
Sick Leave: 12 days per year, prorated for part-year employees.
Annual Leave: Up to 3 days per year based on hours worked; unused days are cashed out each July.
Vacation (260-day employees): Accrues up to 25 days (200 hours) annually. Up to 40 hours may be cashed out in July if the balance exceeds 240 hours; balances above 280 hours on July 1 are forfeited.
Employees working more than 630 hours per year are eligible for SEBB benefits (medical, dental, vision, life, and long-term disability).
Positions working 70+ hours per month for at least 5 months in a 12-month period are eligible for State Department of Retirement Services benefits
Company
Mead School District
Mead School District have a passion to position their students for success now and in the future.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase