Executive Assistant, Operations Job at Winston-Salem/Forsyth County School Distr

FUNCTIONAL PURPOSE

This position provides confidential secretarial and administrative support to the Chief Operations Officer. Duties may be clerical, administrative, and project-based that include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with district leadership. This position is often privy to confidential information and as such, requires diplomacy and discretion.

DUTIES AND RESPONSIBILITIES:

• Serves as a personal and confidential assistant to the Chief Operations Officer composes and prepares correspondence, letters, memorandums, presentations, and reports.
• Maintains the Chief Operations Officer's calendar; arranges meetings and conferences between the Chief Operations Officer and district leadership, school system personnel, outside agencies and the general public; arranges committee and other meetings and sends out notices.
• Responds to and resolves inquiries and complaints while maintaining high levels of discretion and confidentiality; exercises judgment in policy explanations; refers inquiries and questions to appropriate staff when necessary.
• Assists the Chief Operations Officer in balancing priorities for the efficient flow of work, and meets deadlines in a high-paced, busy office.
• Works collaboratively and uses initiative to ensure pending matters are completed with high quality in a timely manner.
• Initiates and with approval of the Chief Operations Officer, plans, directs, coordinates, monitors, and report activities of multiple projects to ensure timely completion of initiatives.
• Maintains and updates key contact information regularly and ensures quick available access for reference.
• Provides assistance in development of meeting agendas, presentation materials, deliverables, and follow-up items.
• Opens, reads, and distributes mail; reviews incoming mail to determine priority to be attended to by the Chief Operations Officer; distributes mail to appropriate staff and tracks those items requiring a response.
• Tracks and tabulates the Chief Operations Officer's expenditures and reimbursements.
• Coordinates, drafts, and prepares agenda items for designated meetings; reviews and prepares items submitted by departments heads; prepares agenda items and supporting documents for the Chief Operations Officer.
• Makes necessary arrangements for staff attendance at conferences, workshops, and meetings; secures airline transportation, hotel accommodations and other necessary items.
• Maintains and updates important records and forms, including electronic records, and maintains an efficient and effective filing system.
• Answers, screens, and directs telephone calls to appropriate staff.
• Ensures the Chief Operations Officer receives appropriate briefing for all engagements, so s/he is fully prepared.
• Provides service that is in line with the Chief Operations Officer's work habits and preferences.
• Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Reflects on appropriate response to situations; consistent with expressed belief system and reflects personal integrity.
• Complies with legal and ethical requirements in relationships with co-employees and students.
• Values different points of view.
• Reflects appropriate professional and personal demeanor.
• Ability to engage in two-way communication. Communication reflects careful analysis and the ability to listen.
• Exercises professional judgment. Models and supports self-discipline and responsibility.
• Basic knowledge of district organization, operations, policies, and objectives.
• Demonstrates excellent communications skills, including speaking, listening, and writing. These skills should emphasize positive customer service.
• Ability to establish and accomplish goals.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to analyze situations accurately and adopt an effective course of action.
• Ability to meet schedules and timelines.
• Responds effectively and promptly to issues and communicates resolutions in a timely manner.
• Ability to work confidentially and with discretion in all work.
• Proficient in the use of modern office and computer equipment (Microsoft Office and Google Docs).
• Mastery of English usage, spelling, grammar, and punctuation.
• Highly skilled in business letter writing and basic report preparation.
• Proficient with word processing and data management programs, methods, and techniques.
• Skilled in techniques for organizing and collecting data and preparing reports.
• Highly skilled in office administration practices, procedures, and organizing office data.
• Skilled at organizing and maintaining a complex meeting schedule.
• Ability to learn and correctly interpret and apply policies and procedures of the function to which assigned.
• Ability to perform difficult and responsible clerical and secretarial work with speed, accuracy, and confidentiality.
• Ability to summarize clearly, concisely, and accurately, minutes of meetings and proceeding.
• Ability to compose correspondence independently, timely and accurately.
• Ability to respond to requests and inquiries from colleagues, principals, Board members, students, faculty, staff, parents, and others in a friendly and timely manner.
• Ability to exhibit a high degree of customer service skills with internal and external contacts.
• Ability to work effectively in the absence of supervision to enable the office to continue productively
• Ability to understand and carry out oral and written directions.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Minimum: One to two years of college, secretarial or related coursework PLUS three years of increasingly responsible administrative/executive support work experience.
• Desirable: Bachelor's degree with a major in business administration, or related field; or graduation of a technical school PLUS five years of experience in a school system including at least three years of increasingly responsible administrative/executive support work experience.

Pay Grade 68 - $3,609.49 Monthly Salary - Full Time Position
CERTIFICATION AND LICENSURE REQUIREMENTS:

• Valid and up-to-date NC Driver's License

PHYSICAL WORK DEMANDS:

PHYSICAL

ACTIVITY

FREQUENCY

C - Constant

F - Frequent

O - Occasional

I - Infrequent

NR - Not Required

PHYSICAL

ACTIVITY

FREQUENCY

C - Constant

F - Frequent

O - Occasional

I - Infrequent

NR - Not Required

Climbing/Balancing
I

Lifting/Carrying
O up to 30 lbs.

Crawling/Kneeling
I

Grasping/Twisting
O

Walking
F

Reaching
F

Running
I

Pushing/Pulling
O

Standing
F

Fingering/Typing
F

Sitting
F

Driving
F requires driving car between sites

Bending/Stooping
O

Others:

In compliance with Federal Law, Winston-Salem/Forsyth County Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of sex, race, color, religion, national origin, age, or disability.