Confidential Executive Assistant/Communications Coordinator

JOB DESCRIPTIONNiles Township High School District 219Confidential Executive Assistant/Communications CoordinatorSummaryThe Confidential Executive Assistant/Communications Coordinator works with the Director of Communications through executive administrative support, including the coordination of projects, meetings, and community engagement initiatives. Drafts confidential communication on behalf of the Director. Interacts with senior administrators, faculty and students, as well as business, community, the media, and government leaders. Monitors calls, calendar, and flow of communications. Requires interaction with a variety of internal and external partners ensuring a positive and professional experience for all.This position reports to the Director of Communications.Essential FunctionsAssist the Director of Communications in developing and distributing information to Niles Township constituents. Support the Communications Department in developing and distributing materials, including confidential materials, for the Board of Education, Superintendent and senior management.Develop and maintain a district-wide process for collecting newsworthy information and distributing it through internal and external channels.Provide resources for school staff to publicize and promote performances, exhibitions, displays, or special programs sponsored by the schools and the District.Maintain confidential information, records, and sensitive situations in an effective manner.Attend meetings with or for the Director as needed.Manage information (mail, emails, written correspondence) and help the Director respond to inquiries and invitations.Ensure correspondence is routed to appropriate stakeholders and follow-up as needed.Proofread and prepare from draft: general correspondence, press releases, newsletter items, and other materials.Answer external calls and serve as supervisor's liaison with administrators, faculty, Board members, students, and business, community, and government leaders.Monitor project flow and department calendar. Anticipate where problems might be regarding the calendar, meeting preparation, and the various requirements of administrators involved. Bring to the attention of the supervisor as appropriate.Arrange appointments, meetings, speaking engagements, and various business and social events. Responsible for coordinating accompanying materials.Track and manage requests for meetings and telephone calls that require the supervisor's attention.Organize and manage on-site and off-site meetings. Help select meeting sites, resolve logistical issues, confirm participants' attendance, and ensure that all needs for the meetings are met (e.g., special requirements such as food/beverage or audio-visual equipment).Assist other department members with a variety of tasks as needed.Facilitate department budgeting process, including purchase orders, requisitioning, etc.Support emergency response efforts by monitoring minute-by-minute developments; keep all pertinent parties apprised.Help recruit and instruct student interns for communications projects as appropriate.Coordinate with the Communications Director and/or the Digital Media Coordinator to update the website with news and announcements for the purpose of informing students, parents, teachers, staff, administration, and the community about current events & programs.Attendance will be required at some evening meetings and functions.Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.Job Requirements: Minimum QualificationsAdvanced knowledge and demonstrated experience of executive administrative support functions.High level of emotional intelligence.Event planning and event management experience.Understanding of equity practices within education environment and experience using approaches with an anti-racist lens with regards to programs, policies, and procedures.Expertise in written and verbal communications.Experience with student groups and activities.Proficiency with MS Office programs including Word and PowerPoint. Familiarity with graphics programs and packages. Proficiency with the Google Suite of products.Strong organizational and interpersonal skills.Self-motivated, highly organized, and detail-oriented.Ability to establish and maintain working relationships with staff members, individuals, schools, and media organizations in diverse communities.Professional demeanor with strong ethical standards and ability to adapt to change.Proven ability to work on multiple projects simultaneously both as a team member and individually.Skills, Knowledge, and AbilitiesSKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Superior communication, time management, organizational skills, and interpersonal skills are required. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing multiple projects; developing and administering budgets; developing effective working relationships.KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include school and departmental policies; K-12 educational system; organizational and time management; concepts of conflict resolution; pertinent codes, policies, regulations, and/or laws; current and developing technology; knowledge of board policy, district, state, and federal regulations/laws.ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes, and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data, and utilize job-related equipment. Problem-solving is required to analyze issues and create action plans. Problem-solving with data requires independent interpretation of guidelines, and problem-solving with equipment is moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; meeting deadlines and schedules; setting priorities; working as part of a team; flexible to changing conditions; making quick and accurate decisions; working with multiple projects; dealing with frequent interruptions and changing priorities; maintaining confidentiality; facilitating communication between persons with frequently divergent positions.Job Requirements: Preferred QualificationsSupervision experience.Knowledge of public school systems.Familiarity with writing in journalistic style.ResponsibilityResponsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.Working EnvironmentThe usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.ExperienceJob-related experience with increasing levels of responsibility is required.EducationCollege degree with study in job-related area.EquivalencyEquivalent experience in a job-related field.Required Testing CertificatesJob Fit Test, Technology Test, Grammar Test.Continuing Educ./Training ClearancesOngoing as needed Fingerprint/Background Clearance Physical examination.FLSA Status Approval Date Salary RangeNon Exempt xx/xx/2024 TBD.Position Type:

Secretarial/Clerical/Executive AssistantDate Posted:

3/18/2024Location:

DISTRICT COMMUNICATIONSDate Available:

ASAPClosing Date:

09/01/2024

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