G26/27 EXECUTIVE ADMIN SPECIALIST (FACILITIES & OPERATIONS)

Arlington Public Schools•Arlington, VA

6d•$57,803 - $104,312

About The Position

The Executive Administrative Specialist serves as the personal administrative assistant to the Assistant Superintendent of Facilities & Operations, relieving the supervisor of routine administrative and operational responsibilities and supporting the efficient daily operation of the department. The role provides executive-level administrative support to a complex operational division encompassing Aquatics, Design & Construction, Planning, Maintenance Services, Plant Operations, Transportation, and Transportation Demand Management. The position involves extensive interaction with senior APS leadership, School Board members, government agencies, contractors, consultants, community stakeholders, and school-based administrators. Work includes executive support, correspondence and calendar management, project documentation, financial processing, departmental communications, public relations, and handling highly confidential information. The employee frequently works independently to coordinate initiatives, respond to inquiries, facilitate communication across the division, and support department-wide priorities. The role requires a thorough understanding of APS administrative procedures, operational functions, budget practices, capital improvement processes, and system-wide operations. The position is a 1.0 FTE, 260-day role located at Facilities and Operations. Salary is $57,803.23–$104,312 based on the 2026–27 pay plan.

Requirements

High school graduation, including or supplemented by coursework in typing, word processing, and office practices, or college-level administrative assistant or office management coursework; an equivalent combination of education and experience may qualify.
Extensive progressively responsible administrative support experience, some of which shall have been at the Administrative Specialist level; experience in a setting similar to the assignment is preferred.
Comprehensive knowledge of executive-level administrative support functions, office procedures, and modern office equipment.
Advanced proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
Ability to use customer relationship management (CRM), customer service, virtual help desk, and database systems.
Comprehensive knowledge of Arlington Public Schools’ organization, functions, procedures, and administrative structure.
Thorough knowledge of departmental technology systems, financial applications, project management tools, work order systems, and document management platforms.
Knowledge of local, state, and federal regulations affecting departmental operations.
Strong organizational, project management, strategic planning, and time-management skills.
Ability to communicate effectively orally and in writing.
Ability to prepare, analyze, and present complex operational, financial, and statistical information.
Ability to maintain strict confidentiality and exercise sound judgment.
Ability to interact professionally, tactfully, and diplomatically with executive leadership, elected officials, community stakeholders, contractors, vendors, and staff.
Ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment with frequent interruptions.
Ability to supervise and coordinate administrative support activities.
Strong analytical, problem-solving, and decision-making skills; resourceful, detail-oriented, and highly organized.

Nice To Haves

Associate Degree preferred.
Administrative support experience in a setting similar to the assignment.

Responsibilities

Provides comprehensive administrative and confidential support to the Assistant Superintendent of Facilities & Operations and departmental leadership.
Coordinates the preparation, review, routing, and submission of School Board action items, information items, reports, presentations, and supporting documentation.
Prepares and organizes departmental information, reports, agendas, presentations, and updates for Cabinet leadership, School Board members, and other stakeholders.
Serves as a central administrative point of contact for staff, schools, APS departments, contractors, consultants, government agencies, and community stakeholders; facilitates communication and issue resolution or escalation.
Manages and safeguards sensitive and confidential information related to capital improvement projects, real estate transactions, personnel, procurement, emergency operations, legal matters, and departmental business.
Maintains executive calendars and schedules meetings, interviews, site visits, project walkthroughs, public engagement sessions, and official functions; coordinates travel and meeting logistics as required.
Supports departmental and leadership meetings, stakeholder engagements, public presentations, and professional development activities, including agendas, materials, minutes, and follow-up actions.
Assists with development, assembly, tracking, and distribution of project documentation, technical reports, contracts, specifications, capital project updates, modernization reports, operational plans, and other materials.
Coordinates and monitors deadlines, workflows, and administrative processes related to procurement, permitting, capital project milestones, transportation reporting, budget development, maintenance priorities, regulatory requirements, and other initiatives.
Researches, gathers, analyzes, and compiles operational, financial, project, and performance data for reports, presentations, budget development, strategic planning, and decision-making.
Prepares and processes requisitions, purchase requests, vouchers, payroll documentation, leave records, financial reports, and other fiscal materials; maintains records and supports budget monitoring and financial accountability.
Maintains departmental records, correspondence tracking systems, databases, and document management processes, supporting accuracy, accessibility, and compliance with record-retention requirements.
Coordinates communication between Facilities & Operations and APS schools, principals, central office departments, Safety & Security, Finance, Human Resources, Information Services, Communications, and external partners.
Organizes division-wide projects and initiatives and coordinates the development and distribution of departmental communications, manuals, guidance documents, operational resources, and training materials.
Provides administrative support during emergency operations, severe weather events, facility incidents, transportation disruptions, and other urgent operational needs that may require responsiveness outside normal work hours.
Participates in planning and coordinating staff meetings, training sessions, workshops, interviews, departmental events, and employee engagement activities.
May attend School Board meetings, public hearings, community meetings, and professional conferences and prepare supporting documentation, briefing materials, presentations, and official records.
May supervise or coordinate clerical support personnel, temporary staff, interns, or project support personnel assigned to the department.
Performs other duties as assigned consistent with the operational responsibilities, strategic priorities, and mission of the Department of Facilities & Operations.