Job Information
Cedar Rapids Community School District Executive Assistant to the Superintendent  in Cedar Rapids, Iowa
Executive Assistant to the Superintendent JobID: 13003
Position Type:
Specialist/Supervisor/Technician/ Specialist
Date Posted:
7/1/2024
Location:
ELSC
Date Available:
ASAP
Executive Assistant to the Superintendent
POSITION TITLE: Executive Assistant to the Superintendent
CLASSIFICATION: Non-Administrative Meet and Confer
REPORTS TO: Superintendent
Cedar Rapids Community School District seeks a candidate to support the Superintendent in achieving the District's vision and mission. The ideal candidate is detail-oriented, proficient in organizational skills, and possesses a positive and approachable demeanor. They are talented in managing a fast-paced and ever-changing schedule and prioritizing tasks effectively. They recognize patterns, evaluate ideas, and make sound judgments. This invaluable skillset will enable them to refine ideas and make intuitive judgments when necessary.
The selected candidate must be results-oriented and possess expertise in integrative thinking, deriving the utmost satisfaction from completing tasks proficiently and meeting completion standards, no matter the obstacles or challenges. Adherence to integrity, accuracy, precision, and clarity is paramount, ensuring proficient organizational functioning.
We seek an individual with excellent written and verbal communication skills and exceptional critical thinking abilities. The ideal candidate will have a creative and innovative approach to problem-solving and be able to navigate complex situations easily. The candidate needs to possess relevant knowledge, experience, and skills pertaining to the role and must be proficient in using relevant software and tools. They are expected to demonstrate a positive attitude, collaborate well within a team, and work independently with minimal supervision.
EXECUTIVE ASSISTANT TO THE SUPERINTENDENT ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provide superior administrative support to the school district superintendent, anticipating needs and maintaining an organized, efficient, professional office that supports the district's mission and vision.
Manage the Superintendent’s calendar, phone, and email account, independently scheduling and responding as appropriate on behalf of the Superintendent.
Manage sensitive matters with high confidentiality and discretion, especially decisions directly impacting the district’s operations.
Prepare presentations, budgets, minutes, data sets, schedules, travel and room arrangements, and correspondence to the Board of Directors, staff, and community.
Draft and prepare correspondence for internal announcements, board meetings, and organizations that the Superintendent is involved with.
Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
Research, create, input, format, organize, and edit relevant data as needed or requested and prepare in a usable format for the Superintendent or designees.
Schedule, plan, and execute high-profile meetings, conferences, and programs as required, including creating the schedule, contacting all invited parties, preparing agendas and materials, arranging catering, and distributing materials to all parties.
Plan, coordinate, and execute district-wide events, including special community events, staff events, etc.
Manage, maintain, and update the school district and school board website, including current agendas, approved minutes, and other relevant information.
Format and complete special projects as assigned by the Superintendent.
Process purchase orders and requisitions, assuring proper approvals, code and record the purchase of supplies as required.
Maintain information from various organizations and data on district operations.
Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.
Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed in advance.
Complete ad-hoc projects as assigned – such as personal events and/or family needs.
Organize complex calendars and schedules, resolving any scheduling issues
Be responsive to emails/texts/phone calls, with contact outside normal hours
Welcome the Superintendent’s guests by greeting them, in person or on the phone, answering or directing inquiries.
Use discretion, confidentiality, and good judgment to handle C-level matters.
Ability to function well in a high-paced environment; performs additional duties as the Superintendent assigns.
ESSENTIAL SKILLS/APTITUDES
Strong research, investigative, and reporting skills are required.
Strong knowledge of compliance and regulatory laws relevant to our District.
Excellent communication and interpersonal skills, superb attention to detail, and a problem-solving attitude.
Ability to relate to others positively and professionally.
Ability to perform under pressure.
Ability to contribute positively to the productivity of teams.
Effective oral and written communication.
Excellent grammar, spelling, punctuation, and related communication skills, including proofreading, editing, and creating original documents.
Ability to organize and manage details in an orderly and thorough manner.
Willingness to assume responsibility and to be accountable for decisions.
Willingness to adjust to a flexible work schedule.
Capacity to represent the District professionally, including confidentiality, collegiality, and the ability to obtain and utilize additional training, if necessary.
Ability to problem solve independently and with others, take initiative, and work independently without supervision.
Knowledge of State and Federal regulations, policies, and guidelines.
Works with exceptional trust and integrity.
Demonstrates a commitment to continuous improvement and quality initiatives.
Demonstrate commitment to closing the achievement gap and ensuring students transition successfully to post-secondary endeavors.
Actively contribute to a culture of high expectations.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
EDUCATION, LICENSE and/or EXPERIENCE:
High School Diploma required
AA or Bachelor's degree preferred
5+ years of related experience required in an executive assistant role supporting C-level executives.
Advanced Proficiency in Google.
Ability to communicate effectively and professionally.
Flexible hours, as directed by the Superintendent for projects and meetings.
SALARY: $ 72,000 - $77,000
LANGUAGE SKILLS:
Ability to read, analyze, interpret, and implement ideas contained in technical documents, reports, regulations, etc. Ability to effectively write reports and communications to administrators, colleagues, parents, students and staff. Ability to effectively present information orally and respond to questions from administrators, teachers, staff and students.
MATHEMATICAL SKILLS:
Ability to perform basic mathematical functions. Ability to use spreadsheets and reporting documents that assist with the computation of data.
REASONING ABILITY:
Ability to solve problems effectively. Ability to interpret and implement a variety of instructions furnished in written, oral, diagram or schedule form.
OTHER SKILLS and ABILITIES:
Ability to establish and maintain effective working relationships with administrators, colleagues, community members, staff and students. Ability to speak clearly and concisely both in oral and written communication. Ability to perform duties with awareness of all district requirements and Board of Education policies.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; use hands and fingers to handle and/or feel objects, tools or controls; and talk and hear. The employee will frequently use hands and fingers to type/word process, file documents, manipulate papers, and use a copying machine. The employee frequently must squat, stoop or kneel, reach above the head and forward 0 -24 inches and on occasion up to 36 inches. The employee continuously uses hand strength to grasp items. The employee will frequently bend or twist at the neck and trunk while performing the duties of this job. The employee must occasionally lift and/or move up to 50 pounds 0 - 12 feet and occasionally up to 20 feet, such as office materials, desks, chairs, and boxes. The employee will sometimes push/pull items such as tables and carts. Specific vision abilities required by this job include close vision, color vision and the ability to adjust focus while working with computers, written materials, reports, assessment data, etc.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is often quiet but may become loud in large group settings. The position requires the commitment of professional working hours that will require the employee to arrive and leave as directed and may require the employee to extend beyond a typical 7:30 a.m. to 4:30 p.m. workday. The employee will usually work in indoor temperatures but will be required to work occasionally in outdoor environments.
AN EQUAL OPPORTUNITY EMPLOYER
The Cedar Rapids Community School district is an Equal Opportunity Employer. The district does not discriminate on the basis of race, creed, color, gender, national origin, religion, age, marital status, sexual orientation, veteran status, or disability.
Federal law obligates an employer to provide reasonable accommodation for the known disabilities of applicants, unless doing so would pose an undue hardship on the employer. If you or someone you know requires accommodation in the hiring process, contact the Chief Human Resource Officer at 319-558-2747.