Executive Administrative Assistant to Superintendent​/Board

Executive Administrative Assistant to the Superintendent/Board

• Position Type:
  Secretarial/Clerical/ Administrative Assistant to the Superintendent
• Date Posted: 1/26/2026
• Date Available:
  
  03/01/2026
• Closing Date: 02/13/2026

Under direct supervision of the Superintendent, this position completes detailed and written work, and coordinates other matters essential to the efficiency and effectiveness of the Superintendent and the School Board. Tasks may include scheduling meetings, arranging travel, posting information for the public, and performing a variety of Human Resources functions. The employee filling this role should be able to carry out all tasks successfully with minimal supervision and with the strictest confidentiality.

The ideal candidate for this role is someone who is comfortable leaning into moments of discomfort that naturally arise in a people-focused position and can navigate sensitive situations with professionalism, discretion, and empathy. This role requires the ability to remain calm and effective under pressure, manage competing priorities, and adapt quickly in a dynamic environment. During quieter periods, the successful candidate will be self-directed, proactive, and able to identify meaningful work without constant supervision—understanding that trust, initiative, and sound judgment are essential to supporting the Superintendent and School Board effectively.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Maintains a schedule of appointments and arranges for conferences and interviews.
• Places and receives telephone calls and receives messages, processes incoming correspondence, and screens unexpected callers in accordance to District procedure.
• Maintains historical student files and provides student information such as transcripts, medical records, etc. according to District procedure for confidential records.
• Creates, edits, and distributes correspondence, reports, and notices for the Superintendent and Board of Education as necessary.
• Performs basic bookkeeping functions such as collecting receipts and entering requisitions for purchases, and reconciling the credit card statement at the beginning of every month.
• Obtains, gathers, and organizes pertinent data as needed and sets data into a usable form.
• Welcomes visitors and arranges for their comfort.
• Makes travel arrangements and completes conference registrations when requested by the Superintendent.
• Completes all necessary audits required by DEED and CJIS.

• Prepares agenda and board packets for all school board meetings.
• Gives public notice and attends all meetings and work sessions of the school board.
• Keeps full and accurate minutes of school board meetings
• Maintains archives of school board meeting minutes and agendas.
• Arranges transportation, accommodations, and conference registrations for school board members when necessary.
• Works closely with the Policy Review Committee and the AASB to revise policies and submit policies ready for revision.

• Maintains personnel files for all District employees.
• Creates and maintains lists of all current staff members, their start dates, and if necessary the expiration dates of certifications.
• Assists staff members in the process of renewing their certifications, which may include notarizing documents.
• Generates a monthly Personnel Action Report to keep the Board of Education apprised of employee action.
• Prepares and distributes employee recruitment material.
• Posts public notice of all job openings.
• Processes applications submitted and sends them to the proper administrators.
• Requests and mails fingerprint cards to the State of Alaska Public Safety Department in order to complete necessary background checks.
• Presents new staff members with onboarding documents and assists them in the paperwork process.
• Maintains employee information in the District's HRIS.
• Makes timely announcements of dates to be observed by applicants and employees to comply with Federal, State, and District requirements.
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