Executive Administrative Assistant - COO

Job Description: The Executive Administrative Assistant provides comprehensive, confidential, and executive-level administrative support to the Chief Operating Officer (COO) and serves as a key administrative resource for the Facilities and Operations department. The position manages and coordinates the administrative functions of the Office of the COO, including executive scheduling, correspondence, meeting coordination, budget and procurement support, preparation of Board and executive-level materials, project and deadline tracking, records management, and communication with internal and external stakeholders. The position regularly handles highly sensitive and confidential personnel, operational, financial, legal, and organizational matters and must exercise a high degree of discretion, independent judgment, professionalism, and initiative. The Executive Administrative Assistant anticipates the needs of the COO, monitors priorities and deliverables across the operational portfolio, facilitates timely follow-up, and assists in ensuring the efficient and effective operation of the Office of the COO and Facilities and Operations department. This is a 12-month, 240 day Support position reporting directly to the Chief Operating Officer. Qualifications: Education: Bachelor’s degree in business administration, public administration, organizational management, or a related field required. A combination of relevant education, training, and progressively responsible experience may be considered Experience: Minimum of three years of progressively responsible administrative, executive support, operations, project coordination, or related experience. Experience supporting senior or executive-level leadership in K-12 preferred. Demonstrated experience supporting a large-scale operation, department, or senior executive is preferred. Experience supporting executive-level leadership and/or working within a K-12 educational system, public-sector organization, or similarly complex organization is preferred. Knowledge, Skills, and Abilities: Demonstrates strong executive administrative support, including the ability to anticipate executive needs, manage competing priorities, coordinate complex schedules and projects, and independently follow through on assignments. Exercises exceptional confidentiality, discretion, sound judgment, and attention to detail when handling sensitive personnel, operational, financial, legal, and School Board matters. Communicates effectively both orally and in writing; prepares polished executive-level materials; and demonstrates proficiency in budget administration, procurement, project tracking, workflow coordination, spreadsheets, presentations, word processing, and other office technology. Builds productive relationships with diverse internal and external stakeholders, provides responsive and solution-oriented customer service, adapts effectively to changing and time-sensitive operational priorities, and works collaboratively and independently to support the COO and advance divisionwide operational prioritie. Essential Functions: Provides comprehensive executive administrative support to the Chief Operating Officer and independently manages delegated administrative responsibilities and priorities. Manages the COO’s complex calendar, appointments, meetings, deadlines, travel, correspondence, and other executive priorities. Anticipates scheduling conflicts, competing priorities, and matters requiring the COO’s attention and takes appropriate action to facilitate timely resolution. Coordinates executive and departmental meetings, including scheduling, agendas, presentations, supporting materials, meeting logistics, minutes, action items, and follow-up. Serves as a primary administrative liaison between the Office of the COO and senior leadership, school administrators, department leaders, employees, School Board staff, City and governmental partners, vendors, contractors, families, community membe…

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