The Executive Assistant is central to ensuring a well-run, efficient, and responsive central office. The Executive Assistant must be able to proactively and efficiently perform tasks so that Senior Leadership can focus on the benchmarks outlined in the Turnaround and Strategic Plan and in turn, support the schools so the students have a quality education.  The Executive Assistant functions as a primary contact person for many constituents, so must be able to communicate effectively with students, teachers, families, community members, vendors, and visitors.  

 

One key role that this Executive Assistant position will work with 1-2 Senior Leaders.  The Executive Assistant will have a unique view of the workflow and systems within each department.  All departments in Holyoke Public Schools constantly strive to improve their systems - to make them more efficient, clearer, and better for our customers: the district's teachers, staff, and leaders.  The Executive Assistant is key in aligning the work and ensuring effective communication.

 

ESSENTIAL FUNCTIONS: 

 

Leadership Support and Project Management: 

• Coordinate calendars and schedule meetings for 1-2 Senior Leaders. Resolve scheduling conflicts and prioritize issues.
• Manage the Leaders’ daily work time and school visits to ensure time is spent on the highest priorities.  
• Liaise with other departments and all schools to follow up on Cabinet requests and deadlines.
• Create and organize agendas, collect related materials, and follow-up for Department and Cabinet meetings.
• Occassionally support the Assistant Superintendent and Executive Directors of School Leadership
• Track and collect relevant data 
• Organize, coordinate, and direct work on special projects as assigned, including analyzing data and developing presentations.
• Prepare, organize, and complete reports and related data for administrators, staff, and public
• Conserve the EDoA’s time by reading, researching, and responding to and routing correspondence and emails.
• As needed, plan and manage logistics and technical preparations for district events and activities in close coordination with other Executive Assistants.
• Support communication between teams to speed up work-flow
• Help identify areas of greater efficiency for work that involves both departments

 

Technology, Reporting, and Operations:

• Design and implement office policies, standards, and procedures; and ensure compliance with policies, regulations, and local, state, and federal laws and regulations.
• Assist in leadership recruiting, selection, processing, orientation, and onboarding.
• Utilize the financial management and related systems to submit/approve requisitions, process invoices, process contracts and related activities, approve payroll, and work with finance to track expenses and monitor grants.
• Maintain various district-related information, including contact lists, committee lists, organizational charts, contract statuses, calendars, and more.
• Proactively seek opportunities to improve the coordination of activities within the central office and schools.
• Process/assist in processing all public record requests, which includes proper communication with the requesting party, coordinating and gathering requested information from district departments, and requesting additional time to complete projects
• Manage time off requests and reconcile timecards for the appropriate teams

 

Communication and Customer Service:  

• Write and edit memos and other communications.
• Receive, screen, and/or route incoming telephone calls, mail, publications, and correspondence. Proactively handle questions and information requests. Proactively resolve stakeholder issues and complaints.
• Serve as the main point of contact for the department/s being supported.
• Improve and simplify the handling of inquiries (such as from HPS staff and leaders, job applicants, and partners we do business with) by coordinating with the team members and following up to ensure matters are resolved as effectively as possible
• The Executive Assistant will regularly be involved in confidential communications in managing communication and schedules. Therefore, a strong commitment to confidentiality and professional communication is one of the most essential elements of the position.  
• Greet and document visitors.

 

Perform other related duties as requested or as responsibilities dictate

Qualifications:

• Commitment to HPS values and an unwavering belief that all students can excel.
• An ability to learn quickly, adapt to change, and thrive in a fast-paced environment.
• Excellent interpersonal and communication skills, with the capacity to remain calm and focused when faced with unexpected challenges.
• Attention to detail and problem-solving skills.
• Strong technical skills in office products like Gmail, PowerPoint, and Google Docs.
• Strong organizational and planning skills.
• Excellent time management skills and ability to multitask and prioritize work.
• High school diploma, Associate’s, or Bachelor’s degree preferred
• Bilingual (English/Spanish) candidates are strongly preferred