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Executive Assistant, Superintendent of Schools Office
Jobs / Aug 30, 2021
Archdiocese of New York
Education Department /Superintendent of Schools Office
Executive Assistant
August 2021
Position Purpose
Reporting to the Superintendent of Schools, position provides executive level administrative support to the Superintendent of Schools
Essential Position Responsibilities
- Assist the Superintendent of Schools in managing all operations related to the office
- Prepare information for and coordinate meetings for the Superintendent, including recording official notes and monitoring completion of tasks assigned
- Oversee and manage all communications, clerical and administrative duties, including coordination of Office of the Superintendent’s phone lines; screen phone calls and visitors
- Coordinate appointments and calendars
- Prepare correspondence (electronic/paper) and maintain current records
- In collaboration with the Chief of Staff, coordinate meetings for the Superintendent of Schools
- Facilitate communication and prepare correspondence on behalf of the office between regional boards, pastors, principals and donors
- Work with other staff members on projects related to strategic planning
- Create excel spreadsheets for various projects
- Attend various meetings corresponding to regionalization, representing the Superintendent in his/her absence
- Facilitate meetings of the UPK office and coordinate responses to the NYS/NYC UPK Office.
- Coordinate registration, travel, and hotel accommodations for conferences attended by Superintendent of Schools
- Submit monthly expense reports
- Serve as support staff for the implementation of Pathways to Excellence II
- Review incoming information and prioritize on behalf of the Superintendent of Schools
- Serve as a liaison between Office of the Superintendent for special events
- Maintain official office directories
- Oversee general office supplies, including the coordination of orders as needed
- Complete other special projects and duties, as assigned
Required Education, Experience and Skills
- Bachelor’s Degree
- Four years similar senior-level administrative work experience
- Knowledge of Microsoft Word, Excel, Power Point, and Publisher
- Excellent oral and written communication skills
- Intelligent, articulate, and highly motivated self-starter
- Detail and deadline oriented so as to ensure all tasks/projects are completed in a timely, organized, and professional manner
- Courteous and professional communications style with all internal employees and external contacts
- Proven flexible working style; with ability to work independently or as part of a team, carrying out multiple and diverse tasks concurrently
- Manage sensitive information with a high degree of confidentiality
- Ability to anticipate conflicts and challenges in projects and proactively propose solutions
Interested candidates should send a cover letter and resume to: Doreen.DePaolis@archny.org