Executive Assistant to the Superintendent

OVERVIEW

Memphis-Shelby County Schools is seeking dynamic educational champions ready to position our district as a national exemplar of education transformation. We need leaders with a fierce commitment to actualizing a bold vision that yields ambitious outcomes for more than 110,000 students and families across the Memphis-Shelby County area. The reality is that we can do better for kids, and we will with the right leaders in place. The most successful candidates believe that more is possible for Memphis and are:

• Courageous Thinkers & Doers: Prepared to navigate and thrive in a complex and ambiguous environment on day one, present innovative ideas to address systemwide issues, and execute sustainable plans toward transformation.
• Solutions-Oriented: See the possibilities, demonstrate the capacity to synthesize information and adjust short and long-term goals, and consistently find a window when doors close to deliver measurable results for kids and families.
• High-Performing Gamechangers: Leader of leaders with the capacity to mobilize and empower an outstanding team, make people-centered data-informed decisions, and operate with a relentless hyperfocus on removing stubborn barriers that destroy the hopes and dreams of too many of our students.

PURPOSE AND SCOPE:

The Executive Assistant to the Superintendent is integral to the daily operations of the Office of the Superintendent and the District as a whole. Since the Executive Assistant is often the first contact for the Superintendent, it is critical that this person understands and supports the district’s mission and values. The Executive Assistant provides a high level of support to the Superintendent by anticipating the Superintendent’s needs and using independent judgment and initiative. A key component of this position is managing the Superintendent’s time and providing detailed preparation for meetings, projects, events, and travel. The Executive Assistant reports to the Special Assistant to the Superintendent and works closely with all departments in a highly collaborative setting. This position requires a high level of confidentiality, dependability, punctuality, critical thinking skills, and positive energy at all times.

ESSENTIAL FUNCTIONS: This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this classification, but are intended to accurately reflect the primary job elements.

• Provides extensive administrative support and assistance to the Superintendent, including serving as primary point of contact with internal and external constituencies on matters relating to the Office of the Superintendent.
• Facilitates the efficient utilization of the Superintendent’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and District and community functions with individuals and groups.
• Partners with the Administrative Assistant in planning and coordinating the Superintendent’s domestic and international travel.
• Provides administrative support to the Special Assistant to the Superintendent.
• Coordinates and schedules the Special Assistant to the Superintendent calendar and meetings.
• Works with the Special Assistant to the Superintendent in planning and executing meetings, including travel and housing arrangements, preparation of agendas and briefing documents, collection and distribution of resolutions and supporting materials, posting materials to the website, updating directories and website; and otherwise helping to ensure successful meetings and communication.
  Assists in monitoring discretionary funds and office budget, prepare expense reports, process invoices, and manage and reconcile purchasing accounts for the Office of the Superintendent.
• Communicates with constituents in person and on the phone and determines when appropriate, to involve the Superintendent and/or the Special Assistant to the Superintendent.
• Greets guests, answers phones, and disseminates mail for the Superintendent’s Office.
  Prepares and sends correspondence to various constituencies as directed by the Superintendent in conjunction with the designated Communications personnel.
• Assists with scheduling district and community events and activities involving the Superintendent’s Office, including Commencement, and special initiatives sponsored by the Superintendent and the Superintendent’s Office.
• Works with all District and School-based personnel.
• Maintains office files, databases, and websites.
• Seeks out and initiates efforts to improve office operations, including systems, events, mailings, and scheduling.
• Coordinates and order supplies and vendor contracts.
• Performs other special projects as assigned by the Superintendent.

Minimum Qualifications

Graduation from an accredited college or university with a Bachelor’s Degree in Business or Education, or a related area, or equivalent, for a total education/experience of 4 years.

(PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED)

Degree Equivalency Formula:

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree=6 years plus required years of experience.

Knowledge, Skills, and Abilities

• Knowledge of administrative procedures and research techniques;
• Knowledge of the functions of the school division and its operating procedures;
• Must possess analytical and organizational skills, good judgment, and initiative;
• Considerable ability to evaluate information, perform analysis and prepare written and oral recommendations;
• Ability to develop and maintain effective working relationships;
• Ability to coordinate multiple priorities;
• Ability to operate a computer and use appropriate software applications and peripheral office equipment;
  Demonstrated proficiency in business English, grammar, spelling, and punctuation.

Physical Requirements and Working Environment

Physical Demands: Requires sedentary work involving standing or walking for brief periods, exerting up to ten (10)  pounds of force on a regular basis; and some dexterity in operating office equipment.

Unavoidable Hazards:  The position is exposed to no unusual environmental hazards.

Sensory (ADA) Requirements: The position requires normal visual acuity and field of vision, hearing and speaking abilities.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

MSCS is an Equal Opportunity Employer.  MSCS provides reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

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