Executive Assistant to the Superintendent and Secretary to the Board

Oak Park Elementary School District 97 • Oak Park, IL

15h • $70,000

About The Position

About the Role: The Executive Assistant to the Superintendent and Board Secretary provides administrative support for the Superintendent's Office and Board of Education. The Executive Assistant and Board Secretary organizes and performs administrative work at a high level with minimal supervision. This position requires knowledge of District procedures and policies, the ability to assume responsibility, work effectively and independently under pressure and maintain confidentiality. The Executive Assistant position will ensure that equity is at the center of the district's services, positively impact student learning, and employee and staff experiences as expressed in Board Policy 7:12: Ensuring Racial and Educational Equity.

Requirements

• Knowledge of: Procedural requirements, including Robert's Rules of Order, the Open Meetings Act (OMA), and the process for seating new Board members, as well as training requirements.
• Records management, including file maintenance, Illinois Records Retention guidelines, and confidentiality standards.
• State and federal employment laws, and district policies to ensure compliance.
• Systems and software, including Google Workspace and Microsoft Office Suite.
• Formatting, editing, and distributing internal communications, agendas, reports, and correspondence.
• Principles of project management and administrative office procedures.
• School district operations, policies, and the roles of the Superintendent and Board of Education.
• Budget management, requisition processes, and expense reconciliation.
• State and local regulations pertaining to public meeting minutes, records management, and confidentiality.
• Skilled in: Serving as a professional liaison, managing communications with discretion, and building positive relationships with a wide range of stakeholders.
• Drafting, proofreading, and preparing official documents, reports, and correspondence with a high level of accuracy and attention to detail.
• Prioritizing tasks, managing multiple responsibilities, and meeting deadlines in a fast-paced environment.
• Maintaining accurate records, managing digital and physical filing systems, and utilizing databases and office software.
• Preparing for and supporting the facilitation of public meetings.
• Managing complex calendars and coordinating travel and meeting logistics.
• Managing sensitive employee and district information with professionalism, discretion, and confidentiality.
• Ability to: Apply discretion and independent judgment to effectively support a superintendent and Board of Education.
• Maintain strict confidentiality with sensitive information.
• Build and maintain positive professional relationships with diverse constituents.
• Work extended hours, including attending evening and/or weekend meetings, as well as Board, district, and community events.
• Obtain and maintain a Notary Public license.
• Effectively collaborate with Assistant Superintendents, Cabinet, school sites, and other groups to help ensure smooth operations.
• Deliver timely and helpful assistance to employees and prospective employees, modeling courtesy and professionalism.
• Manage and maintain accurate records (files, documents, reports, ect.) in compliance with legal and policy requirements.
• Successfully organize meetings, events, trainings, etc. for the Superintendent and School Board, including all logistics, scheduling, materials, and communication.
• Adapt to change and maintain a continuous improvement mindset, adjusting workflows and practices to support evolving systems and district initiatives.
• High school diploma or equivalent, required
• Minimum of 5-7 years of progressively responsible senior administrative support role, preferably in a school district or public sector environment, preferred

Nice To Haves

• Associate's or bachelor's degree (in a relevant field preferred such as business administration or public relations), preferred
• Experience with Open Meetings Act (OMA), Robert's Rules of Order, preferred
• Prior certification as a Notary, preferred

Responsibilities

• Executive Assistant to the Superintendent Supports the Superintendent in scheduling, including helping to coordinate meetings, appointments, and travel arrangements.
• Acts as a key liaison, serving as a point of contact for internal and external inquiries, as needed, directing communication to the appropriate parties with discretion.
• Applies project management principles to manage workflows and maintain all official files and records for the Superintendent's office.
• Handles departmental budget tasks, including processing requisitions, reconciling credit card statements, and resolving vendor invoice issues.
• Coordinates district records and acts as the district's records custodian.
• Coordinates logistics for various meetings and events, ensuring all necessary arrangements are in place.
• Builds trust and ongoing positive relationships with constituents.
• Supports the Superintendent and/or designee in administrative efforts, keeping leadership informed of key issues and seeking guidance when needed.
• Board Secretary Serves in the role of Oak Park Elementary School District 97 Board Secretary.
• Assists the Superintendent as directed with critical communications with the Board.
• Attends and supports the facilitation of School Board meetings.
• Assists in responding to requests from the Board of Education.
• Provides administrative support for all Board meetings, open and closed sessions, learning sessions, hearings, and others, as assigned.
• Prepares and organizes all meeting materials and supporting documents for the Board of Education.
• Drafts, publishes, and maintains official meeting minutes and the annual meeting calendar, related to the Board of Education.
• Manage all official Board files and databases, including those for new member elections and training records.
• Coordinate meetings, travel, and special community events for the Board of Education.
• General Administrative Support & Communication Drafts, prepares, and distributes a wide range of official documents, such as letters, memos, and reports.
• Assists in planning recognition events and/or others, as assigned.
• Maintains regular attendance; adhering to district expectations regarding attendance and leaves of absence.
• Attends professional development opportunities aligned with responsibilities.
• Notarizes documents, as needed.
• Maintains strict confidentiality and adheres to all legal and policy requirements.

Benefits

• Insurance - medical, dental, vision, life, and disability insurance are available
• Leaves - paid sick, personal, and vacation days provided
• Retirement - IMRF Board Contribution available

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees