Executive Assistant - Chief Operating Officer

Job Description

UPPER ARLINGTON CITY SCHOOLS

JOB DESCRIPTION

Position: Executive Assistant - Chief Operating Officer

Time Schedule: 12 months

Reports to: Chief Operating Officer

Employment Status: Regular/Full-time

FLSA Status: Exempt

Probationary Period: 120 Days

Description: Assist the Superintendent's Office, Teaching and Learning, and Operations teams with coordination of efforts including but not limited to budget, organizing meetings, ordering, inventory, scheduling and tracking of key projects and processes, communication and management of committees, and day-to-day communication with staff, parents, and community.

NOTE: The below lists are not ranked in order of importance

Qualifications:

• Bachelor's or associate's degree preferred or high school diploma or general education degree (GED)
• Two to three years of related administrative assistant experience
• Such alternatives to the above qualifications as the Supervisor and/or Board of Education may find appropriate

Required Knowledge, Skills, and Abilities:

• Time management and ability to meet deadlines
• Excellent verbal and written communication skills
• Strong organizational skills and ability to prioritize tasks
• Problem-solving and decision-making skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Skilled in the use of modern office practices, procedures, equipment, and programs
• Ability to work effectively with minimal supervision
• Strong interpersonal skills
• Ability to work effectively with others
• Ability to treat confidential information with appropriate discretion
• Exceptional attention to detail
• Familiarity with Google Drive Suite
• Knowledge of word processing and email computer applications
• Ability to communicate ideas and directives clearly and effectively both orally and in writing

Essential Functions:

• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive's behalf
• Maintaining comprehensive and accurate corporate records, documents, and reports
• Performing accounting and bookkeeping duties connected with the Chief Operating Officer and departments' budgets
• Ability to manage projects from beginning to end, with minimal supervision
• Assisting with management of all Bureau of Workers' Compensation responsibilities
• Assisting with the management of the district facility rental program
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answering incoming phone calls in a polite and professional manner and accurately taking messages
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive's and department calendars, including making appointments and prioritizing the most sensitive matters
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects

Other Duties and Responsibilities:

• Attend applicable in-service meetings or trainings
• Perform other duties as assigned by the Chief Operating Officer or designee

Equipment Operated:

• Copy machine
• Calculator
• Computer/Tablet/iPad
• Printer
• Fax machine
• Poster machine
• Laminator
• Telephone

Additional Working Conditions:

• Occasional exposure to blood, bodily fluids, and tissue
• Occasional interaction among, and intervention with, unruly children
• Occasionally lift, carry, push, and pull various items up to a maximum of 25 pounds, e.g., paper boxes, deliveries of supplies and equipment
• Frequently remain in a stationary position for extended periods
• Frequently move and position self as necessary to access and operate equipment, provide instruction or support, supervise students, and/or maintain appropriate discipline
• Frequently move around workspace and travel throughout school building and/or school district
• Employees shall remain free of any alcohol or non-prescribed controlled substance used in the workplace throughout his/her employment with the District.

This job description is subject to change and does not state or imply that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent's supervisor and/or appointing authority.

The Upper Arlington City School District Board of Education does not discriminate on the basis of race, color, national origin, sex, including sexual orientation and transgender identity, disability, age, religion, military status, ancestry, genetic information, or any other legally protected category, in its programs and activities, including employment opportunities.