Assistant to the Superintendent Job in Skokie 60077, Illinois US

Position:              Assistant to the Superintendent

Responsibilities: 

·          Provide administrative support to senior-level administration  

·          Handle incoming calls, and be able to exercise independent discretion when responding to inquiries 

·          Manage Superintendent’s Outlook account (mail and calendar) and understand Superintendent's priorities to effectively manage that calendar 

·          Coordinate all arrangements related to scheduling meetings and conferences at the District Office

·          Coordinate all aspects of executive level appointments, meetings, and conference calls 

·          Organize and secure highly confidential organizational and employee information 

·          Assist in ad-hoc reports and special projects as needed often requiring independent discretion and follow up 

·          Prepares and reviews materials and correspondence for meetings; ensures Superintendent is prepared 

·          Assist with creation/modification of spreadsheets, and other various documents

·          Prepare and complete various State and District reports

·          Serve as back up support for other managers or administrative staff when required 

·          Maintain filing system, which includes sending boxes to archive, coordination of records management, file drawer maintenance and allocation.

·          Supply ordering and keeping inventory of supplies on a regular basis.

·          Prepare all requested documents and ensure excellence in work.

·          Handle all confidential matters with discretion 

·          Screen and direct incoming calls, correspondence, and visitors.

·          Ability to meet short- and long-term deadlines. 

·          Ability to work regularly and dependably.

·          Demonstrate ability to cope with stress, handle multiple tasks and prioritize, maintain a pleasant and cooperative temperament at all times. 

·          Ability to consistently demonstrate professionalism, decision making, job knowledge, skills, and abilities, thinking rationally and exercising good judgment at all times.

·          Coordinate and distribute monthly Board packets; attend Board meetings and draft minutes

·          Organize bi-annual election materials for the Board

·          Other administrative tasks as required.

Technical Skills:

·          Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint) 

·          Knowledge of, or ability to learn, Web 2.0 technologies and 21st century work skills

Non-Technical Skills: 

·          Prior experience as an Executive Assistant preferred (5 years)

·          College degree or equivalent preferred 

·          Expert in multi-tasking, organizing, and prioritizing a must 

·          Proactive and anticipatory 

·          Strong problem solving with ability to get things done 

·          Strong written and verbal communication skills  

·          Detail oriented with ability to work independently and prioritize workload 

·          Demonstrates a high level of integrity and professionalism 

·          Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment 

·          Professional presence and ability to engage with internal and external constituents 

·          Proven ability to work well with others; must be a good team player