Executive Assistant to the Board

Primary Purpose:

Provide administrative support that will ensure the efficient operation of the office of the HCDE Board of Trustees. Perform duties with a high degree of accuracy, confidentiality, discretion, and independent judgment.

Qualifications:

Education/Certification:

• High school diploma or GED certificate, college degree preferred

Special Knowledge/Skills:

• Knowledge of school district operations and administrative policies
• High-level of proficiency with Microsoft Office software applications and ability to adapt quickly to new technology
• Exceptional attention to detail and high level of accuracy
• Experience using board meeting agenda software preferred
• Ability to prioritize and meet deadlines
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Ability to multi-task numerous complex administrative activities
• Ability to provide exceptional customer service

Experience:

• Four years or more administrative experience with extensive contact with people
• Prior experience providing high-level support to elected boards, administrative staff, committees, or other similar work groups preferred

Major Responsibilities and Duties:

• Prepare and post all meeting and agenda items of the Board of Trustees in compliance with legal requirements and department policies.
• Coordinate the preparation and development of the board agenda in collaboration with the Superintendent and President of the Board of Trustees.
• Assemble and disseminate agendas (hardcopy or digitally) containing items and supporting documents for Board Meetings to Board members, Superintendent, and Executive Leadership Team members.
• Compose and prepare Board of Trustees meeting minutes in a timely manner for approval by Board members.
• Coordinate the scheduling of special meetings and committee meetings of the Board and host virtual meetings as needed.
• Assist Superintendent and Board members in board elections process and records.
• Function as liaison with consultants for Board training.
• Assist Board members in board certification, training, and record maintenance.
• Coordinate travel arrangements and registrations for meetings/conferences and request reimbursement for Board members.
• Establish and maintain Board of Trustees budget.
• Prepare correspondence and materials for Board members.
• Answer incoming calls and handle questions from the public, outside agencies, Board of Trustees and staff.
• Review and distribute mail addressed to the Board of Trustees.
• Develop presentations for Board members in collaboration with the Communications Division.
• Coordinate refreshments for Board meetings and other Board functions.
• Keep informed of and comply with state regulations and department policies concerning primary job functions.
• Maintain confidentiality of information.
• Perform other duties as assigned.