Executive Office Administrator

NOLA Public Schools Vision

The vision of the NOLA Public Schools is that every student receives a high-quality education that fosters his or her individual capabilities, while ensuring that they thrive and are prepared for civic, social, and economic success.

Position Summary

The Executive Office Administrator primary responsibility is to provide logistical support and office coordination to the Office of the Superintendent. The Executive Office Administrator provides administrative assistance to the Superintendent of Schools or Deputy Superintendent and works closely with other executive staff, board members, and external stakeholders on a variety of priorities and projects.

The Executive Office Administrator supports the Superintendent of Schools or Deputy Superintendent in efficiently managing demands on the Superintendent or Deputy Superintendent’s time by receiving and prioritizing all requests for meetings. Other duties include preparing official documents and reports, maintaining files, processing expenses, generating reports for a variety of purposes, responding to queries, arranging logistical details, and preparing PowerPoint and other presentations. The incumbent will be privy to highly Executive matters and transactions and must display the utmost confidentiality, discretion and professionalism.

Essential Duties and Responsibilities

Office Management

·Creates a customer focused office setting that is responsive and welcoming to internal and external stakeholders;

·Develops and implements a communication management process that ensures timely and adequate responses to communications with the Superintendent’s office;

• Prepares drafts of responses for editing by the Superintendent for immediate mailing;
• Plans and develops agenda for various staff meetings;
• Manages the Superintendent’s emails and offers real-time scheduling support;
• Handles all travel arrangements for the Superintendent or Deputy Superintendent;

• Assists in maintaining the Superintendent’s office budget by ensuring monies are spent according to goals and objectives set forth;
• Implements and maintains a file management process; and
• Answers Superintendent’s phone and takes and delivers messages as required.

Administrative Duties

• Performs event planning and coordination functions, including determining attendees, flow of information to attendees, equipment, staffing, catering, location, etc.;
• Oversees the workflow related to the office of the Superintendent, effectively filtering, and coordinating internal and external requests; monitoring project and activity status; and ensuring matters are brought to satisfactory conclusion;
• Creates and processes purchase requisitions for the Superintendent’s department expenditures;
• Proactively communicates with executive, including e-mail and voice mail updates; and prepares thank-you letters and other correspondences; and

· Performs other duties as assigned.

Education and Experience

· Minimum of Associate degree in business, communications, education, or related field.

· 3-5 years of administrative work experience.

Other Knowledge, Skills or Abilities Required

·Knowledge of school board policies and procedures (highly preferred).

· Proficient in Microsoft software such as PowerPoint, Excel, Word, and Outlook.

· Strong ability to independently manage multiple projects and tasks at once, and effectively prioritize in a fast-paced work environment to meet tight deadlines.

· Must possess good public relations skills, clerical skills, communication skills, and knowledge of general office procedures.

· Ability to follow-up / follow-through on assignments is essential.

· Excellent written and oral communication skills.

• Absorbs information quickly, be exactingly precise, be able to adapt readily with minimal direction.

Work Environment

Listed below are key points regarding environmental demands and the work environment of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Required to use motor coordination with finger dexterity (such as keyboarding, machine operation, etc.) part of the workday;

• Required to exert physical effort in handling objects more than 30 pounds rarely;

• Required to be exposed to physical occupational risks (such as cuts, burns, exposure to toxic chemicals) rarely;

• Required to be exposed to physical environment which involves dirt, odors, noise, weather extremes or similar elements rarely;

• Normal setting for this job is an office setting.

Direct Reports
This position does not have direct reports.

Performance Evaluation

The employee will be evaluated based on the above position using either two methods: via COMPASS or a NOLA-PS evaluating instrument. If the employee holds an Educational Leadership certification, he/she will be evaluated via COMPASS to ensure renewal of certification.

Job Type: Full-time

Pay: $45,400.00 - $60,400.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

Salary : $45,400 - $60,400