Executive Assistant to the Board

Harris County Department of Education•Houston, TX

About The Position

Provide administrative support that will ensure the efficient operation of the office of the HCDE Board of Trustees. Perform duties with a high degree of accuracy, confidentiality, discretion, and independent judgment.

Requirements

High school diploma or GED certificate
Four years or more administrative experience with extensive contact with people
Knowledge of school district operations and administrative policies
High-level of proficiency with Microsoft Office software applications and ability to adapt quickly to new technology
Exceptional attention to detail and high level of accuracy
Ability to prioritize and meet deadlines
Ability to make independent decisions regarding planning, organizing, and scheduling
Ability to multi-task numerous complex administrative activities
Ability to provide exceptional customer service

Nice To Haves

College degree preferred
Experience using board meeting agenda software preferred
Prior experience providing high-level support to elected boards, administrative staff, committees, or other similar work groups preferred

Responsibilities

Prepare and post all meeting and agenda items of the Board of Trustees in compliance with legal requirements and department policies.
Coordinate the preparation and development of the board agenda in collaboration with the Superintendent and President of the Board of Trustees.
Assemble and disseminate agendas (hardcopy or digitally) containing items and supporting documents for Board Meetings to Board members, Superintendent, and Executive Leadership Team members.
Compose and prepare Board of Trustees meeting minutes in a timely manner for approval by Board members.
Coordinate the scheduling of special meetings and committee meetings of the Board and host virtual meetings as needed.
Assist Superintendent and Board members in board elections process and records.
Function as liaison with consultants for Board training.
Assist Board members in board certification, training, and record maintenance.
Coordinate travel arrangements and registrations for meetings/conferences and request reimbursement for Board members.
Establish and maintain Board of Trustees budget.
Prepare correspondence and materials for Board members.
Answer incoming calls and handle questions from the public, outside agencies, Board of Trustees and staff.
Review and distribute mail addressed to the Board of Trustees.
Develop presentations for Board members in collaboration with the Communications Division.
Coordinate refreshments for Board meetings and other Board functions.
Keep informed of and comply with state regulations and department policies concerning primary job functions.
Maintain confidentiality of information.
Perform other duties as assigned.