Administrative Assistant

JOB SUMMARY

The Administrative Assistant provides high-level administrative, operational, and organizational support to a senior leader and serves as a central administrative resource for the organization. This position requires exceptional organizational skills, initiative, discretion, and the ability to manage multiple priorities across a wide range of operational and strategic initiatives.

The Administrative Assistant works collaboratively with organizational leadership, staff, partners, and external stakeholders to support effective communication, coordination, and day-to-day operations. Responsibilities include managing schedules, coordinating meetings and events, preparing professional correspondence and documents, assisting with projects and initiatives, supporting purchasing and budget tracking processes, and maintaining organized systems for records and workflow management.

This role requires the ability to work independently, maintain confidentiality, anticipate needs, and ensure tasks and projects are completed efficiently and accurately in a fast-paced environment.

Reports to:

Supervises:
None

Pay Grade:
Classified

ESSENTIAL JOB FUNCTIONS

Executive and Departmental Support

* Provide direct administrative support to a senior administrator, including calendar management, scheduling, meeting coordination, preparation of agendas and materials, and follow-up on action items.

* Serve as an administrative liaison between the office and internal and external stakeholders.

Maintain confidentiality and professionalism when handling sensitive information, documents, and communications.

Scheduling, Meetings, and Communication

* Coordinate and schedule meetings, leadership sessions, trainings, and stakeholder engagements.

* Prepare agendas, organize meeting materials, document notes or minutes as needed, and ensure timely communication and follow-up.

* Draft, edit, and distribute professional correspondence, memos, reports, and presentations on behalf of leadership and the organization.

* Support internal and external communications related to organizational initiatives, priorities, and operations.

Professional Development and Instructional Initiatives

* Assist with the planning, logistics, and documentation of organizational meetings, trainings, and special initiatives.

* Coordinate materials, attendance tracking, sign-ins, evaluations, and follow-up communications.

* Support onboarding processes for new staff members in collaboration with appropriate personnel.

Budget, Purchasing, and Vendor Coordination

* Assist with purchase orders, requisitions, invoices, contracts, and tracking of expenditures.

* Coordinate with vendors, consultants, and service providers regarding materials, resources, and services.

* Maintain records of purchases, deliveries, and inventory as needed.

Organizational and Operational Support

* Develop and maintain organizational systems to support workflow, document management, and office efficiency.

* Track deadlines, deliverables, and action items to ensure timely completion of projects and initiatives.

* Anticipate organizational needs and proactively provide support to ensure smooth daily operations.

* Perform additional duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

* Strong organizational, time-management, and multitasking skills.

* Excellent written and verbal communication skills with the ability to produce professional documents and correspondence.

* High level of discretion and professionalism. Proficiency in Microsoft Office, Google Workspace, and district data systems.

* Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

* Strong interpersonal skills and the ability to collaborate with diverse stakeholders. Attention to detail, accuracy, and follow-through.

EXPERIENCE AND EDUCATION

Required Qualifications

* High school diploma required; associate's or bachelor's degree preferred.

* A minimum of three to five years of administrative or executive assistant experience, preferably in an educational or central office setting.

* Demonstrated experience supporting senior leadership and managing complex, multi-faceted responsibilities.

Preferred…