G26/27 Executive Admin Specialist (Facilities & Operations)

Arlington Public Schools•Arlington, VA

4d•Onsite

About The Position

The Executive Administrative Specialist serves as the personal administrative assistant to the Assistant Superintendent of Facilities & Operations and provides executive-level administrative and confidential support to departmental leadership. The role helps ensure the efficient daily operation of a complex division encompassing Aquatics, Design & Construction, Planning, Maintenance Services, Plant Operations, Transportation, and Transportation Demand Management. It regularly interacts with senior APS leaders, School Board members, government agencies, contractors, consultants, community stakeholders, and school administrators. The position handles executive support, correspondence, calendar coordination, project documentation, financial processing, departmental communications, public relations, and sensitive information. The employee frequently works independently to coordinate initiatives, respond to inquiries, facilitate communication across the division, and support operational priorities. The role calls for a thorough understanding of APS administrative procedures, departmental operations, budget practices, capital improvement processes, and system-wide operations. Emergency and other urgent operational needs may require responsiveness outside normal work hours.

Requirements

High school graduation, including or supplemented by coursework in typing, word processing, and office practices, or by college-level administrative assistant or office management coursework; an Associate Degree is preferred.
Extensive progressively responsible administrative support experience, some of which should be at the Administrative Specialist level and preferably in a setting similar to the assignment, or an equivalent combination of education and experience.
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 work 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.
Resourcefulness, attention to detail, and strong organizational skills.

Nice To Haves

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

Responsibilities

Provide comprehensive administrative and confidential support to the Assistant Superintendent of Facilities & Operations and departmental leadership.
Coordinate the preparation, review, routing, and submission of School Board action items, information items, reports, presentations, and supporting documentation.
Prepare and organize departmental materials for Cabinet leadership, School Board members, and other stakeholders, including information from the department's divisions.
Serve as a central administrative point of contact, facilitating communication, coordinating workflows, and ensuring issues are resolved or escalated in a timely manner.
Safeguard sensitive information concerning capital improvement projects, real estate transactions, personnel, procurement, emergency operations, legal matters, and departmental business.
Maintain executive calendars and schedule meetings, interviews, site visits, project walkthroughs, public engagement sessions, and official functions; coordinate travel and meeting logistics as needed.
Support departmental and leadership meetings, stakeholder engagements, public presentations, and professional development activities by preparing agendas and materials, recording minutes, and tracking follow-up actions.
Assist with developing, assembling, tracking, and distributing project documentation, technical reports, contracts, specifications, capital project updates, modernization reports, and operational plans.
Coordinate and monitor deadlines, workflows, and administrative processes related to procurement, permitting, capital project milestones, transportation reporting, budget development, maintenance priorities, and regulatory requirements.
Research, gather, analyze, and compile operational, financial, project, and performance data for reports, presentations, budget development, strategic planning, and decision-making.
Prepare and process requisitions, purchase requests, vouchers, payroll documentation, leave records, financial reports, and other fiscal materials; maintain records and support budget monitoring and accountability.
Maintain departmental records, correspondence tracking systems, databases, and document-management processes in line with accuracy, accessibility, and record-retention requirements.
Coordinate communication between Facilities & Operations, APS schools and departments, and external partners to support consistent and accurate information sharing.
Organize division-wide projects and initiatives and coordinate departmental communications, manuals, guidance documents, operational resources, and training materials.
Provide administrative support during emergency operations, severe weather, facility incidents, transportation disruptions, and other urgent operational needs, potentially outside normal work hours.
Participate in planning and coordinating staff meetings, training sessions, workshops, interviews, departmental events, and employee engagement activities.
Attend School Board meetings, public hearings, community meetings, and professional conferences as needed, 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.
Perform other duties consistent with the operational responsibilities, strategic priorities, and mission of Facilities & Operations.