Executive Assistant to the Superintendent

Position Type:
ProTech (Non-Certified)

Date Posted:
4/6/2025

Location:
Administration
Executive Assistant to the Superintendent

Position Summary:
The Executive Assistant to the Superintendent plays a crucial role in supporting the Superintendent by providing high-level administrative, operational, and logistical support. This position requires strong organizational skills, discretion, and the ability to handle sensitive matters with professionalism. The Executive Assistant serves as a liaison between the Superintendent's office, internal stakeholders, Board of Education members, and external partners to ensure smooth communication and efficiency in all administrative functions.

Scope of Work:
The Executive Assistant to the Superintendent is responsible for managing day-to-day operations within the Superintendent's office, ensuring seamless workflow, and providing executive support to maintain a well-organized and efficient office environment. The primary responsibilities include but are not limited to the following:

Essential Duties:

Great Systems (Administrative & Operational Support):

• Manages the Superintendent's schedule, including meetings, appointments, travel arrangements, and event coordination.
• Coordinates and prepares meeting agendas, materials, presentations, and minutes for executive meetings, Board of Education sessions, and district leadership meetings.
• Screens and prioritizes emails, phone calls, and correspondence for the Superintendent, ensuring prompt responses and follow-ups.
• Assists in the preparation and distribution of reports, presentations, and communication materials for internal and external stakeholders.
• Oversees office management tasks, including supply procurement, budget tracking, and records management.
• Assists with miscellaneous tasks that help the superintendent stay focused on primary responsibilities.

Great People (Stakeholder Engagement & Relationship Management):

• Serves as the primary point of contact for the Superintendent's office, ensuring clear and professional communication with district leadership, staff, Board members, community partners, and the public.
• Coordinates and facilitates communication between the Superintendent's office and Cabinet members, school administrators, and external agencies.
• Builds relationships with stakeholders to enhance collaboration and support district initiatives.
• Supports the Superintendent in maintaining a positive and professional public image of the district.

Great Culture (Leadership & Governance Support):

• Assists in preparing materials for Board of Education meetings, including resolutions, reports, and presentations.
• Ensures timely dissemination of information and decisions made by the Superintendent's office to relevant stakeholders.
• Maintains confidentiality in handling sensitive district matters, including personnel, policy, and strategic decisions.
• Supports district-wide initiatives by coordinating Superintendent-led projects, committees, and task forces.

Great Teaching & Learning (Research & Professional Development):

• Conducts research on education policies, best practices, and district-related matters to provide insights and support the Superintendent's decision-making process.
• Assists in drafting communications, including speeches, memos, and reports, for the Superintendent.
• Coordinates professional development opportunities for the Superintendent's leadership team.

Minimum Qualifications (Knowledge, Skills, and/or Abilities):

• Bachelor's degree in business administration, public administration, education, or a related field (preferred).
• Minimum of 5 years of executive-level administrative support experience, preferably in an educational or public sector setting.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Exceptional verbal and written communication skills.
• High level of discretion, professionalism, and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant administrative software.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving and critical-thinking skills.

Preferred Qualifications (Knowledge, Skills, and/or Abilities):

• Experience supporting a Superintendent, Chief Executive Officer, or senior executive in a large organization.
• Familiarity with school district operations, governance, and Board policies.
• Knowledge of project management principles and best practices.

Physical/Mental Requirements:

• Must have adequate manual dexterity to write legibly and perform required duties on the computer.
• Must have adequate visual acuity to read, interpret, and transcribe written material.
• Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
• Requires some stooping, bending, stretching, and occasional lifting not to exceed 25 pounds.
• Work may require occasional extended hours, including evenings and weekends, to support Superintendent-led initiatives.
• Must adhere to professional dress standards appropriate for the work environment.

Work Environment:

• Office duties will be performed in a well-lighted, climate-controlled environment.

Reports To: Superintendent

FSLA Status: Exempt

Compensation: 807

Work Days: 242

FTE: 100

This job description is not intended to be all-inclusive. The employee will also perform other reasonably related business duties as assigned by the Superintendent. Oklahoma City Public Schools reserves the right to update, revise, or change job duties as needed. This document is for communication only and is not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.