Executive Assistant to the Superintendent

POSITION TYPE: 
Executive Assistant to the Superintendent, Full-Time 12-Month Position, available July 1, 2026.

REPORTS TO:
Superintendent of Schools
 

POSITION PURPOSE: 
The Executive Assistant to the Superintendent shall be responsible for the performance of all assigned administrative and secretarial duties essential to the efficient operation and workflow of the Superintendent's office.

QUALIFICATIONS:

• High School Diploma; Associate's degree or higher preferred
• Excellent word processing and secretarial skills
• Strong interpersonal and communication skills and demonstrated ability to use tact and initiative
• Detail oriented with a high degree of accuracy
• Minimum of five years experience in an office setting
   

RESPONSIBILITIES AND DUTIES:

• Prepares Board of Education agendas and coordinates, reviews and edits agenda documents as required including preparation of required HIB reports. Proofreads all items presented for Board consideration for accuracy and recommends revisions as appropriate.
• Serves as the licensing certification specialist for the district to ensure that all teachers and educational support staff have appropriate certification.
• Oversees the alternate route certification process for new teachers.
• Manages the hiring of substitute teachers including application review, candidate interviews and credential verification.
• Annually creates the school district calendar for the upcoming school year.
• Manages emergency notifications to staff and parents for school closings, delayed openings, etc. via the district's communications system.
• Independently prepares confidential correspondence and reports as required by the superintendent with a high degree of accuracy.
• Plans, organizes and coordinates activities and events pertaining to the Superintendent's office including annual student awards recognition ceremony, VIP visits, etc.
• Ensures timely delivery of communications and notifications to appropriate staff, departments and board members.
• Maintains BOE policies and procedures manual and updates as required; acts as information source regarding district policies and procedures.
• Prepares, through research and analysis, data and materials as requested by the superintendent.
• Maintains a wide variety of files and records for the purpose of providing up to date information and/or historical reference.
• Proactively anticipates the operational needs of the superintendent's office and district.
• Collaborates with district administrative staff to collect and analyze data as needed.
• Performs administrative work of a high level with minimal direction and supervision and prioritizes workload efficiently to meet deadlines.
• Maintains diplomatic and helpful manner when dealing with the public, district staff and Board of Education.
• Maintains contact with the Board of Education, employees, professional organizations, legal counsel and government agencies on behalf of the Superintendent as directed.
• Compiles data and prepares reports as required by law, administrative code and board policy including NJ Staff Evaluation, QSAC, CDS and School Performance Reports.
• Manages and coordinates human resources functions for the district related to employment opportunities and the hiring process including required criminal history background clearance checks, new hire paperwork and job postings. Creates and places newspaper ads for district vacancies.
• Assists the Superintendent by acting as his liaison to the community and public at large and acts as the liaison between the Superintendent and staff in screening and routing inquiries and requests.
• Processes correspondence, reports, and other materials independently.
• Maintains confidential personnel files for all employees of the school district.
• Maintains a schedule of appointments for the Superintendent including arrangements for conferences and travel.
• Coordinates administrative team calendars for scheduling purposes.
• Administers tuition and workshop reimbursement requests.
• Performs other duties and responsibilities as assigned by the Superintendent.

COMPENSATION:

In compliance with New Jersey's Pay Transparency Law, the salary range for this position is $80,000 - $90,000. This position is also eligible for a comprehensive benefits package including health, prescription, dental and vision insurance, a retirement plan, sick, personal, bereavement and family illness days.