Executive Administrative Assistant - COO

Job Description:

The Executive Administrative Assistant provides comprehensive, confidential, and executive-level administrative support to the Chief Operating Officer (COO) and serves as a key administrative resource for the Facilities and Operations department. The position manages and coordinates the administrative functions of the Office of the COO, including executive scheduling, correspondence, meeting coordination, budget and procurement support, preparation of Board and executive-level materials, project and deadline tracking, records management, and communication with internal and external stakeholders.

The position regularly handles highly sensitive and confidential personnel, operational, financial, legal, and organizational matters and must exercise a high degree of discretion, independent judgment, professionalism, and initiative. The Executive Administrative Assistant anticipates the needs of the COO, monitors priorities and deliverables across the operational portfolio, facilitates timely follow-up, and assists in ensuring the efficient and effective operation of the Office of the COO and Facilities and Operations department.

This is a 12-month, 240 day Support position reporting directly to the Chief Operating Officer.

Qualifications:

• Education: Bachelor's degree in business administration, public administration, organizational management, or a related field required. A combination of relevant education, training, and progressively responsible experience may be considered

• Experience: Minimum of three years of progressively responsible administrative, executive support, operations, project coordination, or related experience. Experience supporting senior or executive-level leadership in K-12 preferred. Demonstrated experience supporting a large-scale operation, department, or senior executive is preferred. Experience supporting executive-level leadership and/or working within a K-12 educational system, public-sector organization, or similarly complex organization is preferred.

Knowledge, Skills, and Abilities:

• Demonstrates strong executive administrative support, including the ability to anticipate executive needs, manage competing priorities, coordinate complex schedules and projects, and independently follow through on assignments. Exercises exceptional confidentiality, discretion, sound judgment, and attention to detail when handling sensitive personnel, operational, financial, legal, and School Board matters. Communicates effectively both orally and in writing; prepares polished executive-level materials; and demonstrates proficiency in budget administration, procurement, project tracking, workflow coordination, spreadsheets, presentations, word processing, and other office technology. Builds productive relationships with diverse internal and external stakeholders, provides responsive and solution-oriented customer service, adapts effectively to changing and time-sensitive operational priorities, and works collaboratively and independently to support the COO and advance divisionwide operational prioritie.

Essential Functions:

• Provides comprehensive executive administrative support to the Chief Operating Officer and independently manages delegated administrative responsibilities and priorities.
• Manages the COO's complex calendar, appointments, meetings, deadlines, travel, correspondence, and other executive priorities.
• Anticipates scheduling conflicts, competing priorities, and matters requiring the COO's attention and takes appropriate action to facilitate timely resolution.
• Coordinates executive and departmental meetings, including scheduling, agendas, presentations, supporting materials, meeting logistics, minutes, action items, and follow-up.
• Serves as a primary administrative liaison between the Office of the COO and senior leadership, school administrators, department leaders, employees, School Board staff, City and governmental partners, vendors, contractors, families, community members, and other stakeholders.
• Evaluates inquiries, interactions, situations, and events; determines appropriate next steps within established authority; and routes or escalates matters requiring executive attention.
• Maintains highly confidential files, records, correspondence, and other documentation in accordance with administrative, legal, and records-management requirements.
• Prepares, reviews, and coordinates executive-level written materials, including School Board summaries and materials, presentations, reports, memoranda, correspondence, financial information, meeting minutes, executive briefings, and other documents.
• Drafts correspondence and communications on behalf of the COO and ensures materials are accurate, professional, timely, and appropriately formatted.
• Tracks departmental projects, assignments, deadlines, deliverables, and action items, and provides appropriate follow-up to ensure established timelines and expectations are met.
• Supports the COO in monitoring strategic and operational priorities across Facilities and Operations and coordinates information and updates from department leadership.
• Supports the development and administration of department and office budgets, including monitoring expenditures, processing purchasing documentation, travel reimbursements, purchase orders, invoices, and other financial transactions.
• Ensures administrative compliance with applicable procurement requirements, School Board policies, administrative regulations, directives, and established procedures.
• Conducts research on policies, procedures, operational practices, regulations, and other topics and prepares information to support executive decision-making.
• Coordinates and monitors special projects assigned by the COO, including establishing timelines, maintaining project documentation, tracking progress, and following up with responsible parties.
• Assists with the preparation and timely submission of materials requiring review or action by the Superintendent, senior leadership, School Board, or other governing or oversight bodies.
• Participates in and provides administrative coordination for committees, task forces, working groups, and meetings involving school, City, governmental, business, and community partners.
• Serves as a resource to administrative staff throughout Facilities and Operations and provides guidance, coordination, and technical support as appropriate.
• Supports department-wide events, meetings, retreats, trainings, and other activities, including planning, logistics, communications, materials, and follow-up.
• Identifies opportunities to improve administrative workflows, communication, documentation, tracking systems, and overall office efficiency and recommends improvements to the COO.
• Assists with public and community relations activities and special initiatives as directed by the COO.
• Responds effectively to changing priorities, urgent operational matters, and time-sensitive requests while maintaining accuracy, professionalism, and appropriate confidentiality.
• Performs other duties as assigned by the Chief Operating Officer to support the effective operation of the department and school division.

Other Functions:

• Collaborates with the COO to establish and monitor administrative goals and objectives aligned with division and departmental strategic priorities.
• Assists in coordinating the development of department and office budgets based on identified needs, priorities, and available resources.
• Monitors administrative and operational processes and recommends improvements to policies, procedures, practices, and workflows for consideration by the COO.
• Coordinates special assignments and projects requiring collaboration across multiple Facilities and Operations departments or other division offices.
• Maintains continuity of executive office operations by ensuring critical information, deadlines, decisions, and follow-up items are appropriately documented and communicated.
• Other duties as assigned

Compensation:

• Placement on the Support Salary Scale - SSS Grade 26, $29.90 to $36.77 an hour, determined by The ACPS Support Salary Scale

• FLSA Status: Non-Exempt position - This position is classified as non-exempt, meaning it is eligible for overtime pay under the Fair Labor Standards Act.

Clearances:

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.
• Public Health Compliance - Must follow safety and health protocols.

WP