Mason City Schools
Mason City Schools is seeking a highly effective Executive Administrative Assistant to provide personalized administrative support to the Superintendent | CEO in a well-organized and timely manner. This person must have the ability to successfully organize and complete a variety of tasks, as well as projects — leveraging short term and long term planning that creates efficiencies related to the Superintendent’s daily work and ongoing communication. Must bring enthusiasm to a fast paced always changing work environment. An excellent communicator who maintains the highest level of professionalism at all times and can be trusted with confidential information. Represents the Superintendent through excellent written and oral communication. Able to work well with business partners, community members, staff, students and families. Requires strong technology skills in both Google and Microsoft. This position requires flexibility in the individual’s schedule.
We are looking for someone who is:
excellent communication skills – both written and oral communication
professional and confidential
welcoming and hospitable
works well independently
strong interpersonal skills
able to work flexible hours
Daily Rhythm of Work:
manage and reply to Superintendent | CEO email
manage Superintendent | CEO calendar
support Board of Education members
assist and prepare meeting materials – Board, Executive, Staff and Community/Partner meetings
oversee Superintendent | CEO budget and purchasing
organize and execute daily and ongoing project oriented tasks
Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; reviewing and prioritizing emails; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel itinerary as needed.
Plans, coordinates and ensures the executive’s schedule is followed and respected. Serves in a “gatekeeper” role, creating win-win situations for direct access to the executive’s time and office.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Demonstrates a spirit of hospitality while maintaining an executive presence by welcoming guests and greeting them, in person or on the telephone; answering or directing inquiries.
Provides a bridge for smooth communication between the executive’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Maintains professional communication between the executive’s office and local and global partners.
Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Executive updated.
Provides leadership to build relationships crucial to the success of the district, and manages a variety of special projects, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively perform required job duties.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures while maintaining a high level of professionalism.
Ensures information consistency and accuracy by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Supports the Board of Education through agenda preparation and policy management using BoardDocs software application.
Maintains Superintendent office budget, submitting expenses for reimbursement or invoice payment, tracking Purchase Orders and expenses, and reconciling budget annually.
Exhibits a natural inclination toward learning and implementing new technology solutions that increase efficiency and effectiveness.
Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains customer and employee confidence and protects operations by keeping information confidential.
Prepares reports by collecting and analyzing information.
Provides historical reference by developing and utilizing filing and retrieval systems.
Maintains professional and technical knowledge reviewing professional publications, establishing personal networks, and participating in professional societies.
Acts as the point of contact between executives and internal/external customers.
All other duties as assigned.
Qualifications and Skills:
Excellent Writing and Oral Communication Skills
Scheduling and Calendar Skills
Experience with Google, Microsoft, BoardDocs, and other relevant application
Travel Planning and Logistics
Daily Task and Project Management Skills
Proficiency in English
Exemplary planning and time management skills
Outstanding attendance record
Ability to multitask and prioritize daily workload
Discretion and confidentiality
Maintain a professional presence
Proven ability to work as a member of a team
Proven experience in a similar professional role
Bachelor’s Degree preferred; Associates Degree required
Competitive salary based on experience and skill starting between $60,000 – $70,000.
To apply for this job please visit www.applitrack.com.