Executive Assistant to the Board

Hamilton County Schools • Chattanooga, TN

6h • Hybrid

About The Position

The purpose of this classification is to provide executive-level administrative and governance support to the Board of Education, ensuring the efficient, lawful, and transparent conduct of Board business in coordination with the Superintendent’s Office.

Requirements

• High School diploma or equivalent
• Five (5) years previous experience and/or training that includes office administration, project management, budget administration, personal computer operations bookkeeping, and payroll (preferably in a school system environment)
• Or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities for this job.
• Must hold a valid state issued driver’s license
• Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Ability to prioritize job tasks.
• Ability to perform addition, subtraction, multiplication, and division. Ability to calculate decimals and percentages.
• Ability to communicate effectively verbally and in writing.
• Ability to use technology to create presentations/reports and maintain a variety of spreadsheets.

Nice To Haves

• May be required to possess and maintain Appointment of Notary Public certification.
• College-level course work or vocational training in office administration, basic bookkeeping, and personal computer operations preferred.

Responsibilities

• Serves as the primary liaison between the Board of Education, Superintendent, executive leadership, administrative staff, the public, Tennessee School Boards Association, and local government officials to facilitate communication and coordination.
• Assists the Superintendent with preparing and monitoring the annual budgets for the Office of the Superintendent and the Office of the Board; reviews expenses, assigns account codes, reconciles budget reports, identifies potential issues, and recommends fund transfers as needed.
• Prepares, maintains, and certifies official Board meeting minutes and permanent records; researches records as requested; assists with agenda development, preparation of Board packets, meeting notices, and communication of Board actions.
• Coordinates and supports Board meetings by preparing materials, arranging meeting logistics, conducting Board member polls, and assisting with ceremonial elements of meetings as needed.
• Maintains official Board records, policies, training documentation, and annual planning materials; coordinates public records requests and works with Finance on required audits of Board records.
• Assists the Board Chair with the annual Superintendent evaluation and Board self-assessment processes.
• Maintains the master calendar for the Board and Superintendent’s Office; schedules meetings, appointments, and events; prepares and distributes schedules and notifies stakeholders of changes.
• Arranges travel, lodging, and registrations for Board members and designated staff.
• Plans and coordinates meetings, work sessions, and retreats, including facilities, equipment, catering, and materials; records draft minutes and assists with final documentation.
• Prepares and edits a wide variety of documents, including correspondence, reports, agendas, minutes, legal documents, presentations, schedules, spreadsheets, and other official materials.
• Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
• Assists in organizing and/or conducting special projects, special activities, or other events.
• Works closely with the Executive Assistant to the Superintendent and the Executive Assistant to the Deputy Superintendent to ensure effective and timely communication among assigned departments.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Provides assistance to other employees or departments as needed.
• Updates Hamilton County Department of Education website with current information.
• Attends meetings as needed.
• Travels to school locations and other locations throughout the district to perform job duties.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to schools, community, businesses, Superintendent of Schools, Board of Education, and other stakeholders.
• Works collaboratively with all stakeholders.
• Follows established procedures to ensure assigned areas are safe.
• Maintains confidentiality.
• Attends work and arrives at work on time.
• Performs other related duties as assigned.

Benefits

• Salary is based on a combination of relevant education and experience.
• Grade: H
• Salary Scale

What This Job Offers

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