Executive Secretary, CTO Job at Pasadena Independent School District in Pasadena

Position Type:
Para - Clerical/Paraprofessional Clerical

Date Posted:
11/21/2024

Location:
Technology ServicesJOB TITLE: Executive Secretary, CTO
DUTY DAYS: 240
PAY GRADE: C06
SALARY SCHEDULE:
Primary Purpose
Responsible for providing a full range of administrative support for the Chief Technology Officer in a dynamic and fast-paced environment. This role requires a proactive individual with exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion.
Qualifications
Education/Certification:

• High School diploma or GED
• Associate degree or higher, preferred

Special Knowledge/Skills:

• Ability to use discretion, sound judgment and always maintains confidentiality.
• Self-motivated, resourceful, detail-oriented with strong initiative and demonstrated ability to problem-solve.
• Comfortable working both independently and in a team environment.
• Ability to handle multiple assignments and prioritize.
• Exceptional Microsoft Office skills (Word, Excel, PowerPoint, Outlook)
• Strong organizational and problem-solving skills, detail oriented
• Strong communicator with the ability to interact professionally with diverse groups

Experience:
Five or more years of administrative secretarial experience preferably in public education MAJOR RESPONSIBILITIES AND DUTIES:

1. Administrative Support:
   1. Proactively manage the CTO's calendar, schedule meetings, and coordinate appointments.
   2. Prepare and edit correspondence, communications, presentations, and other documents.
   3. Handle incoming and outgoing communications on behalf of the CTO.
   4. Manage documentation for the CTO, ensuring that all documents including agendas, Board items, and contracts are prepared in advance, have been proofread for accuracy, and are properly filed afterwards.
   5. Ensure office coordination for the Technology Division
2. Meeting Coordination:
   1. Organize and prepare materials for meetings, including agendas, minutes, and follow-up actions.
   2. Attend meetings with the CTO, take detailed notes, and ensure timely dissemination of information.
   3. Assist in coordinating events and team building activities for the Technology Division
3. Project Management:
   1. Assist in the planning and execution of technology projects and initiatives.
   2. Track project timelines, milestones, and deliverables, ensuring deadlines are met.
4. Travel and Event Planning
   1. Coordinate travel arrangements, including booking flights, accommodations and transportation
   2. Plan and organize events, conferences and workshops as needed
   3. Assist in coordinating events and team building activities for the Technology Division
5. Budget and Expense Management:
   1. Assist in monitoring and managing the CTO's budget.
   2. Process expense reports and ensure timely reimbursement.
6. Perform other duties and accept other responsibilities as assigned.

WORKING CONDITIONS:

Mental Demands:
Ability to communicate effectively (verbal and written); maintain emotional control under stress; interpret policy, procedures, and data; coordinate district functions.
Physical Demands/Environmental Factors:
Frequent prolonged and irregular hours; Repetitive hand motions; prolonged use of computer; steady phone interactions; moderate standing, walking, and bending; carrying and lifting.