Description

The District Executive Assistant is a professional, confidential position that serves as the key administrative support for the Superintendent and the
primary administrative liaison to the Board of Directors. In a small rural district, this role is central to effective governance, communication, records
management, and district coordination. The District Executive Assistant ensures that the Superintendent’s office and Board of Directors function
smoothly, that district information is organized and accessible, and that key communications to staff, families, and the community are clear, timely, and professional. The position requires discretion, sound judgment, great people skills, flexibility, excellent writing and organizational
ability, technological competence, and the capacity to work independently with initiative in a fast-paced
environment.

Essential Job Functions
1. Executive & Governance Support
Serves as the Superintendent’s primary administrative partner and key point of contact for the
Superintendent’s Office and Board of Directors.
Manages the Superintendent’s calendar, schedules appointments, and coordinates meetings,
travel, and logistics.
Screens calls, emails, and visitors; prioritizes issues; and routes inquiries appropriately.
Drafts, edits, and prepares confidential correspondence, reports, presentations, and briefings.
Coordinates document workflow requiring approvals, signatures, or follow-up and tracks
time-sensitive actions.
Provides confidential administrative support to the Superintendent on sensitive personnel, legal,
and labor-relations matters, including employee investigations, discipline, and collective
bargaining preparation.
Exercises independent judgment in managing and safeguarding privileged information, prioritizing
issues for the Superintendent, and determining appropriate routing of sensitive inquiries.
Provides administrative support to the Director of Finance and Operations as needed.
Prepares, distributes, and posts Board agendas, packets, minutes, public notices, and related
materials.
Manages BoardDocs and required physical postings in compliance with the Open Public
Meetings Act.
Coordinates virtual meeting access and meeting logistics for Board sessions.
Maintains the Board’s annual calendar, work plan, and official records and archives.
Coordinates Board trainings, conferences, and recognition activities.
Coordinates responses to public records requests in collaboration with legal counsel as needed.
Prepares and posts required legal notices and supports state reporting requirements.
Maintains district policies and procedures in electronic format.

2. Communications, Information & Community Engagement
Maintains and updates the district website, including staff information, handbooks, Board
materials, and key announcements.
Manages district social media presence, posting regularly and highlighting student and staff
accomplishments.
Assists with district newsletters, announcements, and electronic communications to families and
staff.
Supports the Superintendent with media coordination, background materials, and dissemination
of district messages.
Formats, uploads, and archives official district communications and publications.
Ensures district communications are clear, professional, timely, and accessible to families and the
community.
(The Superintendent sets communication strategy and creates content; the District Executive
Assistant executes postings and technical updates.)

3. District Coordination, Calendars & Operations Support
Develops and maintains the annual school calendar through staff review and Board approval.
Maintains a master district calendar of meetings, facilities use, and major events.
Supports building leadership in processing facility use agreements.
Provides logistical support for district events, including August professional development,
year-start activities, and end-of-year recognitions.
Coordinates retirement recognitions and staff appreciation activities.
Assists the Business Office with logistics related to deposits, procurement, or surplus when
requested.
Coordinates communications related to surplus notices or district sales as needed.
Supports purchasing workflows or travel reimbursements for the Superintendent and Board when
requested.
Assists with scheduling required staff meetings and training registrations.
Maintains online student and employee handbooks and updates district forms.
Manages annual surveys as needed.
Provides limited front-office coverage during summer closure, including mail retrieval and records
requests.
Performs other related duties as assigned by the Superintendent.

Requirements

Essential Skills, Knowledge, and Characteristics
The District Executive Assistant will demonstrate:
Professional judgment and confidentiality in handling sensitive personnel, legal, and
governance matters.
Strong interpersonal skills, communicating clearly, diplomatically, and respectfully with Board
members, staff, families, and community partners.
Clear, polished writing and editorial judgment, with the ability to draft, edit, and proofread
public-facing materials for tone, accuracy, and clarity.
Digital and social media competence, including comfort updating websites, preparing
newsletters, and posting regularly to district social media in a professional manner.
Ability to translate complex information (e.g., board actions or policies) into language that is
accessible to families and the community.
Independence and initiative, anticipating needs, solving problems, and following through
without constant direction.
Strong organization and time management, managing multiple priorities and firm deadlines.
Service orientation, reliability, regular attendance, and a positive, solution-focused
attitude.

Required Qualifications
High school diploma or equivalent required
Bachelor’s degree preferred
At least 3 years successful experience as an executive assistant or equivalent
Strong written and verbal communication skills
Strong tech skills, including working knowledge of Microsoft Office and Google tools
Familiarity with Skyward preferred
Knowledge and exceptional application of FERPA and confidentiality requirements
Criminal history clearance
Valid Washington State Driver’s License