Executive Assistant to the Superintendent and District Administration

Grandview Heights City School District•Columbus, OH

About The Position

The Executive Assistant provides essential high-level support to ensure the efficient operation of the Superintendent’s office and district administration. The Executive Assistant plays a critical role in supporting the Superintendent and district leadership, facilitating Board of Education operations, and promoting clear, consistent communication with staff, students, families, and the community. This position requires the ability to manage sensitive and confidential information, exercise independent judgment, and maintain a strong customer service focus. As the “face of the district,” this role sets the tone for professionalism, responsiveness, and service.

Requirements

Associate’s degree or higher preferred (business administration or related field)
Five years of recent administrative assistant or secretarial experience, preferably within a K-12 public education system
Exceptional knowledge of Google Workspace, social media websites, and specialized district software
Strong written and verbal communication skills
Excellent organizational, multitasking, adaptability and problem-solving abilities
Demonstrated ability to handle confidential information with discretion
Strong customer service orientation and interpersonal skills
Ability to work independently and collaboratively in a fast-paced environment
Successful completion of required BCI and FBI background checks
Exceptional communication and relationship-building skills
Ability to complete several tasks at once without compromising quality and work with minimal supervision
Must maintain the utmost professionalism, confidentiality, discretion and sound judgment
Occasional evening or extended hours for Board meetings and district events

Nice To Haves

Ohio Notary Public
Experience in a K–12 public school district

Responsibilities

Serve as the first point of contact for the Superintendent’s office, providing timely, courteous, and professional responses to all inquiries
Represent the district in a positive and professional manner in all interactions with staff, students, families, community members, and external partners
Draft, edit, and distribute correspondence, reports, and communications on behalf of the Superintendent and Board of Education
Coordinate communication efforts with district leadership to ensure consistent, accurate, and timely messaging of district newsletters, website updates, and emails
Create, update and manage website and digital content to support timely and accurate district communication
Prepare, compile, upload and manage all Board of Education materials, including agendas, reports, policies, presentations, dates, meeting materials and supporting documentation
Coordinate all aspects of Board meetings, including scheduling, notices, logistics, and follow-up documentation
Ensure compliance with public records requirements by serving as the designee of the District’s Public Records Officer
Ensure all meetings and events are well-organized, efficient, and aligned with district goals
Provide high-level administrative support to the Superintendent and Executive Leadership Team
Manage complex calendars, prioritize scheduling needs, and coordinate meetings with internal and external stakeholders for the Superintendent and Board members
Arrange travel, conference registration, and logistics for the Superintendent and Board members
Exercise independent judgment in organizing, prioritizing, and distributing information on behalf of the Superintendent
Process, track, and maintain purchase orders, invoices, and related financial documentation
Ensure compliance with district financial procedures and guidelines
Assist in monitoring and managing the Superintendent’s budget, including tracking expenditures and preparing reports
Support fiscal responsibility through accurate recordkeeping and attention to detail
Oversee the daily operations of the Superintendent’s office to ensure efficiency, organization, and responsiveness
Anticipate needs, identify challenges, and proactively develop solutions to improve office and district operations
Serve as a central coordination point for information flow between the Superintendent, Board, and stakeholders
Assists with coordinating and administering BCI and FBI background checks
Organize the memorialization of resignations, retirements and fee waivers
Ensure compliance with FERPA, public records law, and other applicable regulations
Maintain up-to-date knowledge of policies, procedures, and legal requirements affecting the role
Coordinates and maintains requests for home instruction requests