EXECUTIVE ASSISTANT TO THE SUPERINTENDENT

 

Overview: The Executive Assistant to the Superintendent serves as a senior district office leader and strategic administrative partner to the Superintendent and Board of Education. The position provides confidential, highly skilled leadership and operational support while coordinating the daily functions of the Superintendent’s Office and supporting effective District Office operations. The Executive Assistant serves as a key liaison among the Superintendent, Board of Education, District staff, governmental agencies, and community stakeholders; exercises independent judgment; manages sensitive information; and ensures timely follow-through on District priorities.

Reports to: Superintendent

Employee Status: 12-Month, Full-Time Specialized Professional Staff; Confidential, Non-Bargaining

Calendar/Work Schedule: Twelve-Month Employee, 7:30 a.m. – 4:00 p.m.

Qualifications

• Possesses a minimum of five years of progressively responsible administrative, executive assistant, office management, or related professional experience; school district or public-sector experience preferred.
• Demonstrates experience supporting senior leadership, coordinating complex projects and organizational processes, and working with governing boards or comparable leadership groups.
• Demonstrates advanced technology skills, including Google Workspace/Microsoft Office, Board management systems, electronic records, digital communication, scheduling, and other administrative platforms.
• Demonstrates exceptional organizational, project management, communication, problem-solving, and interpersonal skills.
• Demonstrates sound judgment, discretion, confidentiality, initiative, flexibility, and the ability to independently manage competing priorities and deadlines.
• Demonstrates the ability to lead and coordinate District Office staff, build effective relationships, and contribute to a positive, collaborative organizational culture.
• Demonstrates the ability to coordinate federal, state, and local requirements, agency communications, reporting, documentation, and compliance timelines.

Professional and Personal Characteristics

• Leads with professionalism, integrity, discretion, accountability, and a service-oriented approach.
• Anticipates needs, identifies challenges, and proactively develops solutions.
• Communicates clearly, professionally, and effectively with individuals at all levels of the organization and with external stakeholders.
• Organizes complex information, priorities, schedules, projects, and deadlines with accuracy and attention to detail.
• Exercises independent judgment while appropriately consulting the Superintendent and District leadership.
• Leverages technology and continuous improvement practices to strengthen efficiency, communication, and organizational effectiveness.
• Models a positive, collaborative, respectful, and professional District Office culture.

ESSENTIAL JOB RESPONSIBILITIES

Superintendent, Board, and District Leadership

• Serves as a senior administrative partner to the Superintendent by managing priorities, anticipating needs, coordinating schedules and communications, preparing materials, and ensuring timely follow-through.
• Serves as a key administrative liaison to the Board of Education and coordinates Board meetings, agendas, exhibits, communications, professional learning, travel, onboarding, and related governance activities.
• Attends Board meetings, including closed sessions (as needed), records official minutes, and maintains permanent records of Board actions and other confidential governance materials.
• Provides leadership and coordination for District Office staff and workflows, establishing systems and processes that promote accountability, efficiency, collaboration, and a positive workplace culture.
• Coordinates cross-departmental initiatives and facilitates communication among District leaders to ensure responsibilities, timelines, and deliverables are clearly understood and completed.
• Serves as Notary for the District and Board of Education

Compliance, Governance, and Public Records

• Coordinates District requirements involving federal, state, and local governmental agencies, including applicable submissions, reporting requirements, deadlines, documentation, and communications.
• Maintains required records and submits appropriate information to the Illinois State Board of Education and other governmental entities.
• Serves as one of the District’s FOIA Officers and coordinates the review and timely response to FOIA requests.
• Coordinates the updating, publication, and accessibility of the District Policy Manual in collaboration with appropriate District personnel and legal counsel.
• Maintains the highest level of confidentiality regarding personnel matters, legal proceedings, collective bargaining, executive session discussions, and other sensitive District information.

District Operations and Coordination

• Coordinates administrative processes and priorities for the Superintendent and Board, including professional learning, travel, registrations, budgetary information, and related activities.
• Collaborates with Human Resources, Teaching and Learning, Technology, Buildings and Grounds, and other District departments to coordinate onboarding, professional learning, calendars, opening-of-school activities, and other District-wide initiatives.
• Develops, maintains, and improves administrative systems, records, calendars, workflows, and technology processes to increase organizational efficiency and effectiveness.
• Monitors assigned projects and responsibilities, anticipates organizational needs, and ensures timely follow-through and accountability.
• Performs other duties and responsibilities as assigned by the Superintendent.

APPLICATION PROCESS
Internal candidate: complete the online application, including a letter of interest and current resume, by September 4, 2026

External candidates: complete the online application, including a letter of interest, current resume, and letters of recommendation. Screening of applications will begin immediately. Early submission of all required materials is requested.

 

Visit www.d128.org for application information.

District 128 is an Equal Opportunity Employer.