Executive Assistant to the Deputy Superintendent and Chief of Staff

Saginaw Intermediate School District•Saginaw Charter Township, MI

25d

About The Position

The Executive Assistant to the Deputy Superintendent and Chief of Staff provides advanced, high-level executive administrative, operational, and strategic support to both roles, to ensure efficient and aligned functioning of the Superintendent’s Office. This position serves as a central coordination point across the organization, supporting the Deputy Superintendent’s professional responsibilities, including Early Childhood, Instruction, Special Education, Human Resources, Finance, Facilities, and Technology, while also advancing the Chief of Staff’s work in organizational alignment, Strategic Compass implementation, and executive operations. The Executive Assistant plays a critical role in managing executive workflow, coordinating leadership systems, and supporting organizational processes while ensuring effective communication and follow-through across departments and initiatives. The role requires exceptional organizational skills, sound judgment, discretion, initiative, confidentiality, and the ability to anticipate needs and manage multiple complex priorities in a fast-paced executive leadership environment.

Requirements

Associate’s degree in business administration, public administration, education, or related field
Minimum of 3 years of executive-level administrative experience
Experience in a K–12 school district, ISD, or public-sector environment
Familiarity with Board of Education operations and governance processes
Experience supporting strategic planning or large-scale initiatives.
Demonstrated experience managing complex executive workflows and calendars.
Strong written and verbal communication skills.
High proficiency in Microsoft Office, Google Workspace, Basecamp, Canva, AI tools, and other digital project management systems.
Demonstrate a self-starting approach by independently identifying needs, anticipating challenges, and implementing effective solutions to support executive and organizational priorities.
Ability to manage multiple priorities with strong attention to detail.
Demonstrated discretion and ability to handle confidential information.
Exceptional organizational and time-management skills.
Strong executive functioning and prioritization.
Advanced writing, editing, and communication skills.
Ability to anticipate needs and act proactively.
Strong interpersonal and relationship-building skills.
Ability to work independently and collaboratively.
High attention to detail and accuracy.
Ability to manage competing deadlines in a fast-paced environment.

Nice To Haves

bachelor's degree, preferred
executive-level administrative experience, preferred
Experience in a K–12 school district, ISD, or public-sector environment is preferred
Familiarity with Board of Education operations and governance processes, preferred

Responsibilities

Provide comprehensive, high-level executive support to the Deputy Superintendent and Chief of Staff.
Manage and prioritize highly complex calendars aligned to district priorities and strategic initiatives.
Anticipate scheduling conflicts and proactively adjust to protect executive focus.
Coordinate and manage daily executive workflow, communications, and priorities across roles.
Serve as a liaison between executive leadership, departments, and external partners.
Prepare executive-level materials, including presentations, briefings, reports, and correspondence.
Develop and provide daily briefing documents to the Deputy Superintendent for upcoming meetings, ensuring clarity on purpose, key decisions, and background context.
Attend meetings as requested to document action steps and ensure follow-through.
Track executive deliverables and commitments to ensure accountability and completion.
Coordinate travel, logistics, reimbursements, and professional membership dues and renewals.
Maintain continuity of operations during executive absences.
Exercise the highest level of discretion and confidentiality in all matters.
Serve as the owner and coordinator of the Deputy Superintendent’s workflows.
Coordinate agendas, materials, and documentation for meetings led by the Deputy Superintendent & Chief of Staff.
Prepare meeting materials in advance, summaries, track action items, and ensure follow-through.
Collaborate closely with the Executive Assistant to the Superintendent to ensure seamless executive office operations.
Serve as backup to the Superintendent’s Executive Assistant to ensure continuity of operations and School Board support.
Support the Chief of Staff in coordinating Strategic Compass implementation, progress tracking, and organizational priorities.
Maintain tracking systems for the Deputy Superintendent's and Chief of Staff’s strategic initiatives, cross-departmental projects, and executive priorities.
Monitor timelines, milestones, and deliverables to ensure accountability and progress across the Executive Leadership team.
Coordinate follow-up across departments and ensure alignment of work.
Support the development and execution of planning sessions and system-level initiatives.
Develop and format executive-level reports, presentations, documents, and correspondence.
Compile and synthesize information from multiple departments for leadership presentations.
Draft and review professional communications on behalf of the Deputy Superintendent and Chief of Staff.
Ensure materials align with district branding, standards, and communication expectations.
Coordinate meetings and communications for the Deputy Superintendent and Chief of Staff.
Prepare materials and background documentation to support stakeholder engagement.
Track follow-up actions and support ongoing collaboration efforts.
Maintain organized systems for executive documents, reports, correspondence, and records.
Ensure compliance with district policies, procedures, and documentation requirements.
Manage confidential personnel, compliance, and executive information with strict discretion.
Track deadlines, compliance requirements, and reporting across departments and initiatives.
Support grant documentation, contract routing, and approval workflows.
Monitor follow-up items to ensure timely completion of executive priorities.
Model professionalism, discretion, and executive presence in alignment with district values.
Demonstrate initiative, sound judgment, and strong decision-making skills.
Anticipate needs and proactively solve problems.
Maintain exceptional attention to detail and accuracy.
Foster strong relationships across leadership and stakeholder groups.
Support continuous improvement of systems and processes within the Superintendent’s Office.
Maintain regular and reliable attendance.
Perform other duties as assigned by the Deputy Superintendent, Chief of Staff, or Superintendent.