Executive Assistant to SEO of Equity, Strategy and Innovation and SEO of Human Resources

Saint Paul Public schools is looking for someone to support the Senior Executive Offer of Equity, Strategy and Innovation as well as the Senior Executive Officer of Human Resources. This is a year-round position we are looking to fill in 2-4 weeks.

This posting will remain open until filled.

Position Summary
Provides comprehensive executive, administrative, operational, analytical, and project support to the Senior Executive Officer of Equity, Strategy and Innovation and the Senior Executive Human Resources Officer. Coordinates complex schedules, communications, meetings, projects, records, reports, and administrative functions while providing data and budget analysis to support executive decision-making. Serves as a liaison with District departments, employees, community members, external agencies, and other stakeholders; exercises independent judgment in prioritizing requests, resolving issues, and coordinating follow-up. Requires extensive knowledge of District operations, policies, and procedures and a high level of professionalism, discretion, confidentiality, initiative, and organizational skill.

Reporting Relationship

Reports to the Senior Executive Officer (SEO) of Human Resources and the Senior Executive Officer (SEO) of Equity, Strategy and Innovation.
Minimum Qualifications
Bachelor’s degree; and
Three years of progressively responsible administrative, executive support, program support, or related professional experience.
Demonstrated experience providing administrative support to senior-level administrators or leaders in a complex organization.
Demonstrated proficiency with Microsoft Office Suite or comparable productivity applications, including word processing, spreadsheets, presentations, email, and calendaring.
Demonstrated experience managing multiple priorities, coordinating schedules and meetings, and meeting established deadlines.
Demonstrated experience preparing professional correspondence, reports, presentations, spreadsheets, and other business documents.
Demonstrated experience handling confidential or sensitive information with discretion a large urban school district, public-sector, governmental, educational, or similarly complex organization and appropriate judgment.
Demonstrated ability to communicate effectively, both orally and in writing.

Preferred Qualifications
Five or more years of progressively responsible administrative or executive support experience, including experience supporting cabinet-level, executive, or senior organizational leaders.
Experience supporting two or more senior executives with competing priorities and complex schedules.
Experience with budget monitoring, bookkeeping, financial reporting, or data analysis.
Experience conducting research and preparing analytical reports, executive briefings, recommendations, or presentations.
Experience coordinating or managing projects involving multiple departments or stakeholders.
Experience supporting Board of Education, governing body, public meeting, or executive leadership processes.
Experience with District or enterprise systems, databases, data reporting tools, or business intelligence applications.
Experience working with human resources, equity, strategic planning, or organizational initiatives.

Responsibilities

The essential functions include, but are not limited to, the following fundamental duties:

Provide Executive Support
Provide comprehensive administrative and operational support to the Senior Executive Officer of Equity, Strategy and Innovation and Senior Executive Officer of Human Resources.
Anticipate the needs of the assigned executives and proactively organize information, materials, schedules, and follow-up activities necessary to support effective decision-making.
Maintain awareness of District priorities, organizational initiatives, emerging issues, deadlines, and executive commitments and proactively identify matters requiring attention.
Prepare the SEOs for meetings, presentations, appointments, public engagements, and other activities by assembling agendas, briefing materials, background information, reports, talking points, and other necessary documents.
Track executive commitments, action items, deadlines, and follow-up responsibilities and communicate status as appropriate.
Monitor and coordinate completion of assignments delegated by the assigned executives.
Provide continuity of administrative support across the executive offices and coordinate coverage during periods of absence or high workload.

Manage Executive Schedules and Priorities
Manage and coordinate complex calendars and schedules including appointments, meetings, conferences, presentations, community engagements, and other commitments.
Apply sound judgment in scheduling and sequencing activities based on organizational priorities, deadlines, competing demands, and emerging issues.
Reorganize schedules and coordinate changes when urgent matters, crises, or changing priorities arise.
Coordinate internal and external meetings involving senior administrators, Board members, community partners, government agencies, labor representatives, and other stakeholders, as appropriate.
Coordinate leadership team and division staff meetings, including scheduling, agendas, materials, logistics, and follow-up.
Identify scheduling conflicts and recommend alternatives to maximize executive effectiveness.
Coordinate travel arrangements, itineraries, registrations, accommodations, and related logistical needs when requested.
Reconcile P-Card transactions and supporting documentation for assigned SEO expenses in accordance with District requirements.

Coordinate Executive Communications
Serve as a primary point of contact for the assigned SEOs and triage incoming communications, requests, concerns, and inquiries.
Review and prioritize voicemail, email, correspondence, and other communications requiring executive attention.
Determine which matters require immediate attention, which can be resolved administratively, and which should be referred to another administrator or department.
Draft correspondence, responses, talking points, memoranda, announcements, and other communications for review or approval by the appropriate executive.
Respond to routine inquiries on behalf of the assigned executives within established authority.
Conduct follow-up calls and communications to obtain information, resolve routine issues, and ensure completion of requested actions.
Coordinate responses to inquiries from employees, families, community members, elected officials, agencies, organizations, and other stakeholders.
Ensure communications are accurate, timely, professional, accessible, and consistent with District expectations.

Serve as an Executive Liaison
Serve as a liaison between the assigned executives and District departments, schools, administrators, employees, community organizations, government agencies, consultants, and other external partners.

Facilitate the exchange of information and coordinate responses among departments and stakeholders.
Explain or communicate District processes, procedures, and administrative requirements within the scope of assigned responsibilities.
Direct individuals and organizations to the appropriate District department or administrator when matters fall outside the authority of the executive office.
Develop and maintain effective working relationships across organizational levels while exercising appropriate discretion and professional boundaries.

Perform Budget and Data Analysis
Gather, compile, organize, verify, and analyze financial, operational, human resources, educational, and other District data to support executive decision-making.
Develop reports, summaries, dashboards, briefing documents, and recommendations based on available data.
Analyze data from District systems and other sources, such as Campus, Viewpoint, HR systems, accountability systems, and financial systems.
Review accountability and operational data reports and prepare executive briefs highlighting significant information, trends, issues, and areas requiring attention.
Work with the appropriate executive and leadership teams to identify data needs and determine appropriate sources and methods for obtaining information.
Identify trends, emerging issues, gaps, and future information needs and coordinate with appropriate departments to obtain additional data.
Participate in research projects involving the collection, compilation, computation, verification, and analysis of District or educational data.
Prepare narrative and statistical reports, charts, tables, visual presentations, and other materials for executive and leadership use.
Coordinate with other divisions and departments to gather and validate information.
Support contacts with other District departments and outside agencies to facilitate the gathering and exchange of information.
Review and monitor designated budgets and coordinate with the Finance Office to obtain budget summaries, expenditure information, projections, and other financial reports.
Identify budget trends or issues and provide information to the appropriate executive for review and action.

Prepare Executive Documents and Presentations
Develop and format executive-level presentations, PowerPoint presentations, reports, briefing documents, spreadsheets, talking points, agendas, and correspondence.
Compile information from multiple sources and synthesize it into concise, accurate, and usable executive briefing materials.
Proofread and edit documents for accuracy, clarity, consistency, grammar, formatting, and professional presentation.
Prepare materials for leadership meetings, Board of Education meetings, public meetings, community engagements, and other executive activities.
Maintain templates, standardized materials, and organizational resources used by the executive offices.

Coordinate Meetings and Leadership Activities
Coordinate meetings for respective leadership teams.
Develop or coordinate meeting agendas in consultation with the appropriate SEO.
Gather, organize, and distribute meeting materials.
Attend meetings as assigned, document decisions and action items, and coordinate follow-up.
Maintain action-item and decision logs when appropriate.
Monitor deadlines resulting from meetings and communicate outstanding items to responsible individuals.
Coordinate executive retreats, planning sessions, leadership meetings, workshops, conferences, and special events.
Arrange meeting locations, technology, catering, materials, visitors, accessibility needs, and other logistical requirements.

Knowledge, Skills, and Abilities
Knowledge of district operations, organizational structure, policies, procedures, and administrative practices.
Knowledge of executive office practices, including calendar management, meeting coordination, correspondence, records management, and administrative workflow.
Knowledge of principles and practices of data collection, analysis, research, reporting, and presentation.
Knowledge of basic budgeting, bookkeeping, purchasing, and financial recordkeeping practices.
Knowledge of professional business communication, customer service, and office administration
Knowledge of records management, confidentiality, and appropriate handling of sensitive information.
Knowledge of Microsoft Office Suite and comparable productivity applications, including word processing, presentations, spreadsheets, databases, email, and calendaring.
Advanced use of Microsoft Office Suite, including Microsoft Word, PowerPoint, Excel, Outlook, and database applications, to prepare documents, presentations, spreadsheets, reports, and other executive-level materials.
Skill in organizing, analyzing, and presenting financial, operational, human resources, and other District data.
Skill in maintaining and analyzing departmental bookkeeping and budget records.
Skill in conducting research and synthesizing information from multiple sources to prepare reports, summaries, and recommendations.
Skill in managing complex calendars, coordinating meetings, and adjusting schedules in response to changing priorities.
Skill in preparing accurate, concise, and professional correspondence, reports, presentations, briefing materials, and other documents.
Skill in coordinating projects, tracking deliverables and deadlines, and facilitating follow-through with multiple stakeholders.
Skill in providing responsive and professional customer service to individuals and groups with diverse backgrounds, roles, and perspectives.
Skill in maintaining accurate records and producing a high-quality work product with meticulous attention to detail.
Skill in communicating effectively and professionally, both orally and in writing.
Ability to prioritize, plan, coordinate, and organize multiple assignments and competing demands while meeting established deadlines.
Ability to understand the priorities and needs of senior administrators and take initiative to address pressing issues, anticipate needs, and recommend appropriate courses of action.
Ability to exercise independent judgment in determining the urgency, sensitivity, and appropriate disposition of requests and issues.
Ability to anticipate changing priorities and effectively rearrange schedules, resources, and work activities as circumstances require.
Ability to analyze information, identify trends or issues, think critically, and develop practical solutions.
Ability to conduct research, evaluate information, and prepare clear reports, recommendations, and executive briefings.
Ability to successfully coordinate and manage projects from initiation through completion, including establishing timelines, monitoring progress, and facilitating follow-up.
Ability to establish and maintain effective working relationships with students, parents, teachers, District employees, administrators, community members, representatives of governmental agencies, business partners, and the general public.
Ability to provide excellent customer service and interact effectively with individuals representing diverse cultural, ethnic, socioeconomic, and professional backgrounds.
Ability to communicate complex or sensitive information clearly, tactfully, and appropriately.
Ability to maintain a high degree of professionalism, tact, discretion, confidentiality, and sound judgment.
Ability to work collaboratively as a member of executive, administrative, and cross-functional teams.
Ability to demonstrate initiative, self-direction, flexibility, and responsiveness in a fast-paced environment with frequent interruptions and changing priorities.
Ability to maintain accuracy and attention to detail while managing multiple responsibilities and producing timely, high-quality work.
Ability to learn and effectively use District information systems, databases, reporting tools, and other technology necessary to perform the work.
Ability to represent the executive offices in a professional, responsive, and service-oriented manner.

Pay, Benefits and Work Schedule
This is a 12 moth position working 40 hours per week.

Salary and benefits are in accordance with the Superintendency/Unrepresented negotiated labor agreement. The labor agreement and salary schedule can be found at Labor Agreements – Saint Paul Public Schools. The minimum rate of pay for this position is $76,328 annually.

Benefits are available to new employees after 30 days of active employment. Benefits include medical insurance, life insurance, pension plan, tax-free retirement account, and flexible spending account. Some employee groups also receive vacation, dental insurance and disability insurance. A benefits summary is available at Benefit Summaries by Bargaining Unit – Saint Paul Public Schools.

Veterans Preference If you are an eligible veteran applying for a job where veterans preference applies and wish to claim Veterans Preference you must submit a legible copy of your DD214 to the Human Resources Department with your employment application. If your claim is approved, five or ten additional points will be added to your final passing score.

Criminal Background Investigation and Reference Checks ¿ Reference checks and a criminal background investigation will be completed as a condition of hire for all new employees and for former employees who have not been employed by the District for more than six months.

Essential Functions
Essential functions are job duties that the individual holding the position must be able to perform unaided or with the assistance of a reasonable accommodation through the Americans with Disability Act (ADA) and the Americans with Disability Amendments Act (ADAAA). The essential functions are typical duties as outlined under Responsibilities.

Equal Employment Opportunity
Saint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment,

Equity Statement
SPPS is committed to an equitable workforce where all employees represent this commitment through equitable practices in their job position.