Job Description

Hours: 8:00 am - 4:30 pm

Salary: $21.42

Reports To: Chief Academic Officer

About Us

The Francis Howell School District (FHSD) is committed to providing a collaborative, innovative, and supportive work environment where employees are empowered to make a positive impact on students, staff, and the community. We are seeking a highly organized, professional, and detail-oriented Executive Assistant to provide exceptional administrative support to the Chief Academic Officer and help ensure the efficient operation of the Academic Services Department.

The Executive Assistant to the Chief Academic Officer provides high-level administrative and confidential support while coordinating department operations, managing projects, maintaining records, and serving as a key communication resource for the Academic Services Department. This position plays a vital role in supporting instructional initiatives, department programs, and administrative functions while ensuring efficient and effective daily operations.

Key Responsibilities

• Provide comprehensive administrative support to the Chief Academic Officer, including managing calendars, scheduling meetings, coordinating travel arrangements, and handling confidential correspondence.

• Attend department meetings, professional development sessions, principal meetings, and other assigned meetings to gather, document, and communicate information.

• Compile and analyze data from a variety of sources, including budgets, personnel records, reports, and work orders, to support administrative, financial, and legal requirements.

• Coordinate department projects, meetings, in-service events, curriculum guides, and other academic initiatives to ensure timely completion.

• Maintain accurate manual and electronic records, including budget information, employee data, reports, and historical documentation.

• Monitor department activities such as purchase orders, work orders, mileage requests, and other operational processes to ensure deadlines are met.

• Prepare correspondence, agendas, meeting minutes, reports, presentations, curriculum guides, and other department documents.

• Process department documents, including requisitions, travel reimbursements, work orders, newsletters, and timekeeping records.

• Procure office supplies and instructional materials to support department operations.

• Reconcile assigned budget accounts and maintain accurate financial records.

• Represent the Chief Academic Officer when appropriate by communicating information and coordinating departmental needs.

• Research policies, procedures, and current educational practices to provide information and recommendations.

• Respond professionally to inquiries from administrators, staff, parents, students, community members, and outside agencies.

• Schedule meetings, appointments, conferences, and travel accommodations for the Chief Academic Officer.

• Train and support new administrative assistants and other personnel on district policies, procedures, and office processes.

• Perform other duties as assigned to support the efficient operation of the Academic Services Department.

Minimum Qualifications

Education

• Associate degree or vocational training in a related field required.
• Additional coursework in business, office administration, or education is preferred.

Experience

• Job-related administrative experience with progressively increasing levels of responsibility is required.
• Experience supporting executive-level administrators is preferred.

Knowledge, Skills, and Abilities

• Strong knowledge of office procedures, grammar, punctuation, and business telephone etiquette.
• Proficiency with Microsoft Office Suite and standard office technology.
• Ability to prepare and maintain accurate records and reports.
• Excellent organizational, communication, and multitasking skills.
• Ability to prioritize work, manage multiple deadlines, and adapt to changing priorities.
• Ability to work collaboratively with diverse individuals and maintain effective working relationships.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work independently while effectively supporting a collaborative team environment.

Benefits

FHSD offers a comprehensive employer-paid benefits package, including:

• Medical plan options
• Dental plan options
• Vision insurance
• Employee Assistance Program (EAP)
• District-paid basic life insurance ($75,000)
• District-paid Short-Term Disability
• Paid holidays
• Paid vacation and personal leave

Additional family coverage, long-term disability, and supplemental life insurance are available at the employee's expense.

We look forward to receiving your application and potentially welcoming you to the Francis Howell School District team!