Executive Assistant II

Job Overview
Provide administrative secretarial support to assigned campus. Duties include managing clerical and administrative support activities. The work involves all facets of secretarial functions, frequently working independently, dealing with complaints, disseminating of information and handling confidential matters.

Position Description

Essential Duties and Responsibilities

• Plan, initiate, assign to others or carry to completion secretarial and administrative support activities
• Relieve a senior school system administrator of routine administrative tasks
• Ensure smooth and efficient day-to-day operation of the school, department, section or branch to which assigned
• Manage office and coordinate clerical/secretarial activities
• Order supplies and maintains supply records
• Schedule office routines and clerical/secretarial work flow
• Schedule appointments, interviews, reserving room/space as required

Supervisory Responsibilities

• None

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• High School diploma or GED
• Minimum of 2 years of executive secretary experience preferred
• Proficiency in all general office skills such as filing, data entry, and budget preparation
• Ability to maintain clerical records and prepare relatively complex reports from such records. Ability to establish and maintain successful working relationships with fellow employees
• Extensive knowledge of business office procedures, practices, equipment and office terminology
• Skill in operating microcomputers and peripheral equipment, and the software utilized in the office to which assigned
• Good organizational, public relations, and communication skills including the ability to communicate clearly and concisely, both orally and in writing, including telephone and/or radio-transmission dispatching communication

Physical Requirements/Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.

Additional Information

• Work is performed in an office and is subject to frequent interruptions. Some assignments involve contact with disruptive students and/or angry parents. The work mostly involves only exposure to normal, everyday risks involved in contact with children and young adults. Some assignments are subject to completion within strict time lines which may involve stress associated with time-sensitive completion of tasks. Some assignments involve moderate noise levels, high volume work flow.
• This position might offer flexible work options, the incumbent might have the option to work some days in the office and some days remotely from their home at the discretion of their leader.