Executive Assistant, Board of Trustees

Primary Purpose:

Assists the Board of Trustees and the Superintendent by planning and performing a variety of highly responsible and confidential administrative and support functions.

Minimum Qualifications (Experience/Education/Certification):

Two years college; eight years increasingly responsible secretarial and administrative experience. Experience in supervising office personnel. Notary public certification will be required if not currently held.

Major Responsibilities:

Supervise and participate in the performance of administrative functions for the Superintendent's office and Board of Trustees.

1. Maintains strict confidentiality and exercises discretion in handling sensitive information, respecting the privacy and trust associated with the Board of Trustees and the Superintendent of Schools.
2. Build and maintain positive relationships with Board members, Cabinet members, and other key stakeholders, demonstrating professionalism, responsiveness, and a customer-service mindset.
3. Serve as a point of contact for Board members, school administrators, staff, parents, and the public. Handle inquiries and requests professionally, providing accurate information or directing to the appropriate staff member or department.
4. Demonstrate excellent written and verbal communication skills when interacting with Board members, staff, and external stakeholders, ensuring clear and concise communication in all correspondence and interactions.
5. Gather and organize relevant documents to prepare and compile agendas and BoardBook, ensuring accuracy, completeness and adherence to legal and regulatory requirements, to be distributed to the Board of Trustees and staff.
6. Ensure Board of Trustee meetings are properly posted electronically and physically at the administration building.
7. Facilitate smooth and well-organized Board meetings. Coordinate logistics, prepare and set up venues for Board meetings, including scheduling technology assistance and providing meals.
8. Attend and serve as recorder at Board of Trustees meetings; take notes and prepare official minutes for appropriate review, distribution, and posting.
9. Establish and maintain an efficient system for managing and organizing Board documents, ensuring easy access, version control, and secure storage.
10. Track and follow up on action items and deadlines arising from Board meetings.
11. Monitor Board budgets and process all Board of Trustee expenses to ensure purchases are charged to correct accounts and are within budgeted amounts.
12. Coordinate travel and conference arrangements for the Board of Trustees, including transportation, accommodations, and other logistics; process all corresponding airfare, hotel, rental cars, mileage, and per diem expenses.
13. Maintain an organized and up-to-date calendar for the Board of Trustees, ensuring all meetings, appointments, and important events are scheduled, posted if needed, and communicated efficiently.
14. Support special projects and events as assigned. Assist in coordinating logistics, gathering resources, and ensuring timely completion of tasks. Collaborate with relevant parties to ensure successful execution of projects and events.
15. Maintain and monitor Board’s continuing education courses to ensure compliance with the Texas Education Code.
16. Compose and manage incoming and outgoing correspondence on behalf of the Board of Trustees. Respond to inquiries, requests for information, and other communications promptly and professionally.
17. Obtain professional development to stay updated on educational policies, regulations, and best practices relevant to the Board of Trustees. Attend conferences and workshops to enhance knowledge and skills in areas such as board governance and administrative support.
18. Support leadership in the maintenance and upkeep of Board policies and regulations. Assist in the review and dissemination of the same.
19. Perform general clerical duties to include but not limited to: copying, faxing, scanning, emailing, mailing, and filing.
20. Act as information source regarding policies, procedures, and operations of assigned administrative support functions.
21. Follow Educator Code of Conduct & all policies, procedures, laws and State/Federal regulations.
22. Perform other duties as assigned.