Executive Administrative Assistant To The Salem School Committee And Superintendent

Executive Administrative Assistant to the Superintendent and Salem School Committee, Salem Public Schools SY2024-2025

Location: Salem Public Schools, Central Office, 29 Highland Avenue, Salem MA 01970

Reports to: Superintendent and School Committee Vice Chair (in coordination with all School Committee members)

About Salem Public Schools, where belonging leads to opportunity.

Salem is a small, diverse city with a proud maritime and immigrant history. Salem Public Schools is an urban public school district enrolling nearly 4,000 students across our 11 schools. Our vision is to ensure that all students will be locally engaged, globally connected, and fully prepared to thrive in a diverse and changing world. We hold dear our core values of belonging, equity, and opportunity in everything we do. Over the next three years (2023-2026), we are committed to the work outlined by the four core priorities in our strategic plan: 1) Elevate Learning; 2) Empower Educators; 3) Center Belonging; and 4) Strengthen Our Foundation. We seek individuals who are passionate about urban education and understand the urgency of improving student achievement for all students, regardless of ability, economic status, gender/gender identity, language, race/ethnicity, sexual orientation, or other backgrounds. Applicants who have experience working in urban schools and settings and are bilingual are strongly encouraged to apply.

Summary

The Executive Assistant to the Superintendent and School Committee plays a central role in ensuring a well-run, efficient, and responsive central office. The Executive Assistant must be able to proactively and efficiently prioritize and perform tasks, so that the Superintendent and School Committee can focus on the highest value activities of benefit to the Salem Public Schools. The Executive Assistant functions as a primary contact person for many of the Superintendent's and School Committee's constituents, so must be able to communicate effectively with students, teachers, families, community members, media, vendors, and visitors.

Major Duties and Responsibilities

Leadership Support and Project Management for Superintendent's Office:

• Coordinate calendars and schedule meetings for the Superintendent

• Liaise with other departments and all schools to follow up on requests and deadlines from the Superintendent

• Create and organize agendas, collect related materials, and assist with preparation for leadership meetings

• Organize, coordinate and direct work on special projects as assigned by the Superintendent, including analyzing data and developing presentations

• Prepare, organize and complete reports and related data for administrators, staff and public

• Conserve the Superintendent's time by reading, researching, responding to and routing correspondence including email

• Plan and manage logistics and technical preparations for district events and activities as needed

Technology, Reporting, and Operations for the Superintendent's Office:

• Design and implement office policies, standards and procedures; and ensure compliance with district policies and regulations and local, state and federal laws and regulations

• Assist in leadership recruitment, selection, processing, orientation, and on-boarding

• Utilize financial management and related systems to approve requisitions, process invoices, process contracts and related activities, approve payroll, and work with finance to track expenses and monitor grants

• Maintain a variety of district-related information, including contact lists, committee lists, organizational chart, contract status, calendars and more

• Proactively seek opportunities to improve the coordination of activities between and among central office, schools and district-wide departments

• Process all public record requests, which includes proper communication with requesting party, coordinating and gathering requested information from district departments, and requesting additional time as needed to complete the requests

• Manage time off requests for Executive team

Communication and Engagement for the Superintendent's Office:

• Write and edit memos and other communications on behalf of the Superintendent

• Receive, screen and/or route incoming telephone calls, mail, publications and correspondence; proactively handle questions and information requests; proactively resolve stakeholder issues and complaints

• Serve as the main point of contact for the Superintendent. Greet and document visitors

• Maintain stakeholder confidentiality

Preparation, Participation, and Documentation of School Committee Meetings

• Collaborate with SC Vice Chair, Superintendent and staff to prepare agendas for upcoming SC meetings

• Post public notices of all SC meetings, agendas, and materials, including subcommittee meetings at least 48 hours in advance of the meetings

• Post related meeting materials (in PDF format) at least 24 hours in advance of the meetings

• Collaborate with the Superintendent and SC Vice Chair to prepare and send all SC members the "packet" of information needed for review in advance of all meetings

• Distribute and circulate warrants for approval by the School Committee in a timely manner

• Assist with making hard copies of meeting materials available to SC members and members of the public (to be retrieved on a table outside of the meetings, for regular meetings only)

• Attend all School Committee meetings, many of which are in the late afternoon and evenings and/or review video recording of meetings to ensure accuracy of information as needed

• Coordinate sharing of materials between subcommittee meetings and all SC members as needed

• Record the proceedings of each SC meeting using proper terminology, recording, indexing, and filing procedures for the public record

• Produce draft minutes (in a timely manner) that accurately reflect the deliberations of, and actions taken by the SC on all agenda items; include draft minutes for approval on the agenda of the next scheduled meeting of the School Committee

• Ensure that all approved minutes are posted to the website within 48 hours of approval by the School Committee

School Committee Relations

• Assist with scheduling school committee meetings

• Prepare SC documents as needed and requested

• Obtain official signatures of SC members as needed

• Ensure all documents pertaining to the School Committee are archived and stored in an accessible location

• Maintain all contact information for SC members

• Perform other related duties as requested or as responsibilities dictate

Qualifications:

• Commitment to SPS values, and an unwavering belief that all students can excel

• An ability to learn quickly, adapt to change, and thrive in a fast-paced environment

• Excellent interpersonal and communication skills, with the capacity to remain calm and focused when faced with unexpected challenges

• Attention to detail and problem solving skills

• Strong technical skills in office products such as Google Workspace (Docs, Sheets, Slides, etc.)

• Strong organizing, prioritizing and planning skills

• Excellent time management skills and ability to multitask

• High school diploma required, Associate's or Bachelor's degree preferred

• Biliterate (English and Spanish) candidates are strongly preferred

• Current authorization to work in the United States

Performance Evaluation

An annual performance review shall be conducted by the Superintendent and SC Vice Chair (with input from all SC members). In addition, informal feedback from the Superintendent and SC members may occur throughout the year.

Salary and Terms of Employment

$85-95,000

Equal Opportunity Employer

Salem Public School District is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.