Executive Assistant to the Superintendent of Schools

REPORTS TO: Superintendent of Schools NATURE AND SCOPE OF JOB: The Executive Assistant (EA) is the primary strategic partner to the Superintendent, serving as the "Chief of Staff" for the central office. The EA manages the complex intersection of district governance, community relations, and administrative leadership, ensuring the Superintendent remains focused on high-level educational outcomes while the EA orchestrates the operational details. QUALIFICATIONS: Possess a high school diploma, college experience preferred. A minimum of five (5) years experience in secretarial/administrative work, preferably within a school district environment. Exceptional interpersonal skills with the ability to navigate complex political landscapes and maintain neutrality. Creates a warm, reassuring environment for central office staff, district leadership, and the community. Ability to self-start in performing responsible, complex administrative and clerical work. Advanced proficiency in digital platforms (e.g. Google Workspace) Maintain and compile accurate and complete records and reports. Skilled in organizing online record keeping (e.g., folder structures in Google Suite) and designing repeatable, efficient administrative workflows with minimal supervision. Demonstrate ability to manage highly sensitive and confidential information with the utmost integrity. Skilled in transforming complex information and rough notes into clean, visually engaging, executive-ready presentations and meeting materials tailored for public or district-level delivery. PRIMARY JOB FUNCTIONS AND RESPONSIBILITIES: Serve as the primary point of contact for the Superintendent. Manage and filter a high volume of requests from staff, parents, and community partners, exercising independent judgment to resolve issues or escalate them appropriately. Exercise high-level foresight to independently anticipate the Superintendent's daily and long-term needs, proactively preparing briefing materials, researching background information, and orchestrating logistics to ensure the Superintendent is fully equipped for all meetings, presentations, and district initiatives. Consistently exudes a positive presence, demonstrating a poised, calm demeanor and a warm, solution-oriented approach even during high-pressure times/situations. Serve as a central resource for school-based leadership by facilitating the timely distribution of district updates, meeting materials, and operational guidance, ensuring Administrators are well-informed and supported in implementing district initiatives. Research and synthesize data related to district policies and state mandates to assist the Superintendent in decision-making and report preparation. Optimize the Superintendent's time through the calendar, anticipating needs for meeting preparation, travel time, and "deep work" blocks. Oversee the comprehensive planning and execution of all meetings, forums, and events hosted by the Superintendent; independently coordinate room setups, technology needs, and hospitality/catering arrangements, while providing proactive timeline reminders to ensure all sessions run seamlessly and professionally. Comfortably manage or coordinate meeting technologies (e.g., hybrid meeting setups, microphones, or presentation streaming). Manage highly sensitive documentation, such as but not limited to information related to collective bargaining, personnel litigation, and student or staff disciplinary hearings. Collaborate with the Director of Data Systems and Registration on EPIMS reporting and Aspen maintenance of new and existing staff. Maintain/update all staff demographic and DESE licensing information in Aspen. Oversee CORI and fingerprinting for new and existing staff, volunteers and interns. Oversee and process all documentation and approvals for coursework reimbursements, license renewal reimbursements, and salary column/lane changes resulting from advanced graduate coursework, ensuring strict adherence to district policies and collective bargaining agreements. Act as a key member of the district's rapid-response team during emergencies, coordinating communication between the Superintendent's office, public safety officials, and the communications department. Serve as the Public Records Officer for Billerica Public Schools. Maintains strict adherence to statutory timelines for public postings and public records requests. Produce precise, comprehensive meeting minutes for meetings, exercising professional judgment to accurately synthesize discussions, highlight core priorities, track action items, and record official votes for the permanent district archive. Serve as a formal Clerk to the School Committee and School Committee Sub-Committees facilitating the governance process. Attend all School Committee meetings; manage logistics, technology needs for presentations and public comment, and visitor registration. Coordinate the construction of all agendas; ensure legal posting in accordance with Open Meeting Law and district bylaws. Prepare comprehensive School Committee packets, ensuring the Committee has all data, legal counsel opinions, and reports required for informed voting. Transcribe detailed, accurate minutes; maintain the permanent archive of district legislation and policy updates. Other relevant duties assigned by School Committee. Performs other such duties as deemed necessary by the Superintendent of Schools. EMPLOYMENT TERMS: Full-time, twelve-month work year SALARY RANGE: $82,000-$85,000 annual salary, commensurate with executive assistant or related experience $5,000 stipend for School Committee clerical responsibilities