Description

The Executive Assistant to the Superintendent performs highly confidential, technical, and complex duties in support of the Superintendent's Office and the District Operations. This position serves as the primary liaison between the Superintendent, the Board of Education, district staff, and the community, requiring exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. 

Provide support for the management and coordination of the Superintendent's complex calendar, scheduling meetings, appointments, conferences, and site visits while ensuring adequate preparation time.
Review written communications, reports, correspondence, and presentations prepared by the Superintendent. Provide insight, analysis, and substantive feedback to ensure messaging is clear, connected to the district’s strategic objectives, and is free from grammatical and/or factual errors.
Screen, prioritize, and route incoming communications, including phone calls, emails, and correspondence, responding independently when appropriate.
Coordinate travel arrangements and accommodations for the Superintendent's attendance at conferences, workshops, and professional meetings.
Maintain confidential files and records related to personnel matters, negotiations, legal issues, and other sensitive information.
Serve as the primary point of contact for internal and external stakeholders seeking access to the Superintendent.
Handle administrative details to allow the Superintendent to focus on strategic leadership and district operations.
Board of Education Support: 

Prepare, compile, and distribute Board meeting agendas, supporting materials, and information packets in consultation with the Superintendent and Board President, ensuring compliance with public meeting law timelines.
Attend all Board meetings (generally held every other Monday night on the 2nd and 4th Monday each month) to provide administrative support and assist with meeting logistics.
Record, prepare, and maintain accurate and official Board meeting minutes in accordance with state law and district policy.
Coordinate Board meeting logistics, including room setup, public access accommodations, and refreshments (when necessary).
Manage the Board's calendar and coordinate special meetings, retreats, training sessions, and events (to include required travel arrangements and accommodations).
Serve as custodian of official Board documents, resolutions, policies, and historical records.
Assist with Board member onboarding, training compliance tracking, and evaluation processes.
Facilitate communication between Board members and the Superintendent's office while maintaining appropriate protocols.
District Policy and Compliance: 

Work closely with the superintendent to maintain and update district policies, procedures, and regulations, as well as integration of changes to state education codes and laws affecting district operations.
Assist in tracking and coordinating compliance with state and federal reporting requirements.
Coordinate research regarding policies and procedures, working closely with associated leaders/departments to identify changes and modifications.
Monitor changes in education law and regulatory requirements that may affect district operations.
Coordinate required training for staff and Board members on topics such as the Open Public Meetings Act.
Communications and Public Relations: 

Serve as a liaison between the Superintendent's office and various stakeholders, including staff, parents, community members, government agencies, and partner organizations.
Coordinate and partner with the District’s communications department (Public Information Officer) to disseminate information to district employees, the public, and external organizations.
Manage public communications and inquiries directed to the Superintendent's office.
Maintain the district's administrative website content related to the Superintendent and Board.
Coordinate public information releases in collaboration with the communications department.
Financial and Administrative Oversight: 

Track and reconcile departmental expenditures and maintain financial records.
Coordinate contracts and agreements requiring Superintendent or Board approval.
District Operations Support: 

Coordinate district-level meetings, including administrative cabinet, leadership team, and interdepartmental meetings.
Maintain master district calendars and coordinate scheduling for district-wide events and activities.
Organize special events, recognition ceremonies, and community engagement activities.
Assist superintendent in managing relationships with professional organizations, service providers, and government agencies.
 Human Resources Support: 

Provide occasional support to the Human Resources department as needed.
Assist with coordination of administrative performance evaluations.
Maintain confidentiality as it pertains to personnel records and documentation.
Support recruitment processes for administrative positions as directed.
Additional Responsibilities: 

Provide cross-training and backup support for other administrative staff.
Coordinate vendor relationships and service agreements for the Superintendent's office.
Manage special projects and initiatives as assigned by the Superintendent.
Assist with grant applications, reports, and compliance documentation.
Maintain professional development and stay current on best practices in executive support.
Perform other duties as assigned.

Requirements

QUALIFICATIONS:

Associate degree in Business Administration, Public Administration, Communications, or related field, or equivalent combination of education and experience.
Minimum of five (5) years of progressively responsible administrative or executive assistant experience, ideally in a public sector or school district environment.
Prior experience supporting executive-level leadership and/or governing boards.
Demonstrated experience managing confidential and sensitive information with discretion.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other technology applications, including document management systems, video conferencing platforms, and web-based programs, and the ability to learn new systems quickly. 
Exceptional ability to communicate clearly, professionally, and diplomatically in writing (including business writing, proofreading, and editing)and verbally with all stakeholders.
Demonstrated ability to work independently, exercise sound professional judgment, and make decisions within the scope of authority. 
Superior organizational skills with the ability to manage multiple complex projects simultaneously and provide exceptional attention to detail and accuracy.
Proven ability to manage competing priorities, meet deadlines, and maintain composure under pressure. 
Excellent interpersonal skills and ability to work effectively with diverse populations.
Flexibility to work extended hours, including evening Board meetings.
Ability to identify issues, propose solutions, and take corrective action. 
Commitment to providing excellent service to internal and external customers with a positive, professional demeanor. 
Team-oriented approach with the ability to work cooperatively across departments while also working independently. 
Flexibility to adjust to changing priorities and handle unexpected situations calmly and efficiently. 
Self-motivated with the ability to anticipate needs and take proactive action. 
Must pass a criminal background check and satisfy all district employment requirements.
Preferred Qualifications

Bachelor's degree in related field.
Previous school district or public agency experience. 
Experience with Board governance and public meeting protocols.
Knowledge of Washington State education code, public records law, and Open Public Meetings Act.
Familiarity with school district operations, organizational structure, and collective bargaining.
Experience with budget management and financial tracking.
TERMS OF EMPLOYMENT:

As outlined by the Policies and Procedures of Mead School District. Mead policies and Procedures can be accessed online at https://www.mead354.org/about-us/board-of-directors/board-policies

COMPENSATION AND BENEFITS:

Salary Range: $36.47– $50.64 per hour. New hires are typically placed at Step 1; relevant experience may qualify for a higher step within the range.
Work Year: Generally, 260 days, including 13 paid holidays (actual days may vary by position).
Leave:
Sick Leave: 12 days per year, prorated for part-year employees.
Annual Leave: Up to 3 days per year based on hours worked; unused days are cashed out each July.
Vacation (260-day employees): Accrues up to 25 days (200 hours) annually. Up to 40 hours may be cashed out in July if the balance exceeds 240 hours; balances above 280 hours on July 1 are forfeited.
Benefits: Employees working more than 630 hours per year are eligible for SEBB benefits (medical, dental, vision, life, and long-term disability).
Retirement: Positions working 70+ hours per month for at least 5 months in a 12-month period are eligible for State Department of Retirement Services benefits
WORKING CONDITIONS:

Work is performed primarily in an indoor office environment. The position requires frequent sitting, standing, and walking, along with repetitive hand and finger motions related to computer use and general office tasks. Occasional bending, reaching, and lifting of materials or equipment weighing up to 25 pounds may be required. The work involves regular use of computers, telephones, and standard office equipment.

Mead School District #354 is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of sex, race, ethnicity, color, religion, creed, national origin, sexual orientation, gender identity, gender expression, homelessness, immigration or citizenship status, disability, neurodivergence, the use of a trained dog guide or service animal, age, and honorably discharged veteran or military status and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding compliance procedures may be directed to the District’s Title IX/Civil Rights Officer, Josh Westermann, Section 504 Coordinator, Heather Havens and/or Affirmative Action officer, Keri Hutchins, at (509)465-6000 or via mail to 2323 E. Farwell Rd., Mead, WA, 99021. Persons who may need some accommodation in the hiring process should contact the Human Resources Office at (509) 465-6010.

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