Executive Operations Assistant, Teaching and Learning

Burlington School District•Burlington, VT

3d•Onsite

About The Position

The Executive Operations Assistant provides high-level, confidential executive, operational, and project management support to the Executive Director of Teaching, Learning, and School Leadership and the Department of Teaching and Learning. The Executive Director oversees district principals, district directors, and the district’s academic program. The Executive Operations Assistant serves as a central coordination point for the department, helping organize priorities, manage projects and deadlines, facilitate communication, and ensure that decisions and initiatives move efficiently from planning through completion. This position requires a high degree of independent judgment, discretion, initiative, organization, and follow-through. Consistent with Burlington School District’s commitment to anti-racism and equity, the Executive Operations Assistant helps create a professional, responsive, inclusive, and welcoming environment for staff, students, families, and community members.

Requirements

Associate or bachelor’s degree, or an equivalent combination of relevant education, training, and experience.
At least five years of progressively responsible administrative, operational, project coordination, or executive support experience.
Experience supporting senior leaders or managing administrative operations within a complex organization.
Demonstrated ability to manage multiple projects, priorities, deadlines, and stakeholders.
Strong organizational skills with exceptional attention to detail and follow-through.
Strong written and verbal communication skills.
Demonstrated ability to exercise independent judgment, discretion, professionalism, and tact.
Demonstrated ability to maintain strict confidentiality.
Proficiency with Google Workspace, Microsoft Office, spreadsheets, presentation software, databases, scheduling systems, and other office technology.
Knowledge of Executive-level administrative and office-management practices.
Knowledge of School district and public-sector administrative operations.
Knowledge of Meeting coordination, records management, and document preparation.
Knowledge of Basic budgeting, purchasing, and financial recordkeeping.
Knowledge of Data, document, and information-management systems.
Knowledge of Confidentiality requirements and professional standards.
Knowledge of Office technology used for communication, scheduling, data management, presentations, and recordkeeping.
Knowledge of Professional communication and culturally responsive customer-service practices.
Ability to Independently manage complex, confidential, and time-sensitive administrative work.
Ability to Exercise sound judgment, discretion, initiative, and professionalism.
Ability to Maintain confidentiality of personnel, student, leadership, and operational information.
Ability to Manage multiple priorities, projects, deadlines, and interruptions while maintaining strong follow-through.
Ability to Anticipate needs, solve problems, and determine when matters require escalation.
Ability to Coordinate calendars, meetings, events, projects, and departmental activities.
Ability to Prepare clear and accurate correspondence, reports, presentations, agendas, records, and meeting documentation.
Ability to Gather, organize, analyze, and summarize information and data.
Ability to Interpret and communicate district policies, procedures, and administrative information.
Ability to Communicate effectively and build productive relationships with district leaders, employees, families, students, community members, and external partners.
Ability to Work collaboratively across schools and departments.
Ability to Use office technology, administrative systems, and project-management tools efficiently and accurately.

Nice To Haves

Experience in a K–12 school district, public-sector organization, or similarly complex environment preferred.

Responsibilities

Provide primary executive support to the Executive Director and coordinated administrative support to designated Teaching and Learning leaders.
Strategically manage the Executive Director’s calendar, including meetings, school visits, appointments, deadlines, and competing priorities.
Anticipate needs, organize workflow, and address administrative and operational matters within established authority.
Coordinate meetings, travel, conferences, professional learning, leadership retreats, and departmental events.
Prepare agendas, presentations, reports, correspondence, meeting materials, and other executive-level documents.
Maintain departmental calendars, directories, resources, webpages, and administrative systems as assigned.
Coordinate and track departmental projects and districtwide initiatives from planning through completion.
Maintain project timelines, action items, deliverables, and follow-up systems.
Monitor deadlines and coordinate with responsible staff to keep work moving forward.
Gather, organize, and summarize information to support decision-making and implementation.
Coordinate work across principals, curriculum leaders, district administrators, and other departments.
Support special projects related to school leadership, curriculum, instruction, professional learning, and district priorities.
Coordinate meetings involving principals, district leaders, employees, families, community members, and external partners.
Prepare agendas and supporting materials and ensure participants have the information needed to prepare.
Attend designated meetings, document key decisions and action items, and maintain appropriate records.
Track commitments and follow-up responsibilities resulting from meetings and leadership decisions.
Communicate information, requests, deadlines, and follow-up on behalf of the Executive Director.
Serve as a professional and responsive point of contact for the Office of Teaching, Learning, and School Leadership.
Maintain strict confidentiality regarding personnel matters, student information, leadership decisions, investigations, school operations, and other sensitive information.
Receive and screen correspondence, calls, and visitors and determine appropriate routing, response, or escalation.
Exercise sound judgment when responding to sensitive, urgent, or complex situations.
Recognize matters requiring immediate attention from the Executive Director or another administrator.
Maintain secure and well-organized confidential records and information.
Support the development, monitoring, and administration of departmental budgets.
Prepare and process requisitions, purchase orders, invoices, reimbursements, approvals, and related financial documentation.
Monitor expenditures and maintain accurate financial records in accordance with district procedures.
Maintain efficient recordkeeping, document-management, and information-retrieval systems.
Support the development and maintenance of departmental procedures, guidance documents, and shared resources.
Provide administrative coordination or work direction to other support staff as assigned.
Perform other related duties and special assignments consistent with the scope and responsibilities of the position as directed by the Executive Director.