Administrative Assistant to the Director of Academics

Shawsheen Valley Voc Tech District • Billerica, MA

18h • Onsite

About The Position

The Administrative Assistant to the Director of Academics provides high-level administrative and communication support to ensure the efficient operation of the academic department. This role requires strong attention to detail, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced educational environment. The ideal candidate is proactive, organized, professional, and comfortable supporting complex academic initiatives and compliance requirements.

Requirements

• Detail-oriented, proactive, and solution-focused
• Calm and professional under pressure
• High school diploma (associate or bachelor’s degree preferred)
• At least 3 years of administrative experience, preferably in a K-12, vocational school setting
• Strong written and verbal communication skills including a high level of discretion with confidential information
• Excellent organization, time-management, and follow-through skills
• High proficiency in Microsoft Office/M365
• Ability to work effectively with diverse stakeholders, including educators, students, and families

Responsibilities

• Manage the Director of Academics’ calendar, including meetings, observations, evaluations, district commitments, and daily attendance coverage coordination
• Prepare, organize, and maintain meeting materials, reports, confidential files, records, databases, and follow-up documentation related to staff, students, and academic programs
• Draft, proofread, and format professional correspondence, memos, emails, and forms for staff, families, and external stakeholders
• Serve as the primary point of contact for the Academic Office, responding to inquiries with professionalism, discretion, and follow-through
• Coordinate logistics for meetings, professional development, conferences, school-based events, and district communication
• Collaborate closely with academic leaders, guidance, ELL staff, administrators, and support staff
• Support compliance-related tasks and academic initiatives by creating and maintaining spreadsheets, trackers, forms, schedules, remediation documentation, and state-required records
• Utilize Microsoft Office and M365 tools (Outlook, Word, Excel, Forms, OneNote, PowerPoint, Teams) to support workflows, data organization, and documentation
• Anticipate needs, identify efficiencies, support deadlines and deliverables, assist with special projects and improvement initiatives, and perform other duties as assigned by the Director of Academics

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED