Position Type:
Secretarial/ Executive Secretary

Date Posted:
9/11/2019

Location:
Central Office

Date Available:
Immediately

Closing Date:
10/11/2019-until filled

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Job Description:

Reporting directly to the Chief Communications Officer, the Executive Assistant provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies. S/he must be creative and enjoy working in a highly results-driven environment, work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The ideal candidate will have excellent interpersonal skills, exceptional judgment; maintain a calm and professional demeanor while executing responsibilities in a fast-paced environment. Our ideal candidate will have a positive, service-oriented attitude in all interactions. The person in this position will need to consider all internal and external guests as their "customer" and will need to handle and prioritize various tasks from multiple sources and have the ability to communicate clearly and concisely in both verbal and written form.

Essential Functions: (MAIN DUTIES OF POSITION)

• Provide high-level administrative support by conducting research, handling information requests, receiving visitors, arranging conference calls, responding to routine inquiries from various constituents including media, event registration and scheduling meetings.
• Supports urgent communications to parents and staff for weather delays and emergencies.
• Responsible for organizing and coordinating office and procedures to ensure general office organization and other miscellaneous tasks including updating posts on District website.
• Prepares, distributes and responds to internal and external correspondence, newsletters, e-blasts and flyers.
• Serve as point of contact among external and internal stakeholders.
• Develops and maintains highly effective and efficient relationships with all internal and external stakeholders to support the Communications initiatives and priorities.
• Manage department calendar, make logistical arrangements for meetings when necessary, and has required background materials for all scheduled meetings and drafts follow up communications after each meeting.
• Review incoming mail, and distribute as appropriate.
• Prepare routine correspondence for signature, and edit and proofread all materials for publication, meetings and/or presentations; prepares materials for meetings and presentations; manages document translation process and approval process for non-profit flyers.
• Use a high degree of judgment and independent decision-making in responding to external stakeholder requests.
• Assist in developing materials for presentations to internal and external audiences.
• Manages and reviews department budget, processes purchase orders and invoices.
• Answering phone inquiries, directing calls, and providing basic district and/or school(s) information.
• Highly effective at performing clerical duties, taking memos, maintaining files, and organizing files/documents, photocopying, faxing, collating, etc., as needed.
• Manages executive schedule and acts as liaison for Chief Communications Officer.
• Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings.
• Handles confidential information; organizes and maintains records and files.
• Plans and coordinates events, meetings, and activities or special projects and all logistical matters.
• May lead intra-departmental or organization-wide projects.

Required Skills and Abilities:

SKILLS:

• Establish and maintain effective relationships to gain their trust and respect
• Drive continuous improvement to improve organizational effectiveness
• Strong project management and organizational skills, bias for action and results orientation
• Excellent presentation and facilitation skills
• Strong problem solving and conflict resolution skills
• Strong interpersonal savvy and composure especially in critical events
• Excellent communication and interpersonal skills required with strong customer service orientation
• Effective, active listening skills
• Organizational and problem solving skills
• Good public relations skill

ABILITIES:

• Think strategically and to understand underlying business and organizational issues.
• Deal with ambiguity and cope with change
• Build effective partnerships with leadership teams and employees
• Drive change through creative problem-resolution
• Communicate ideas and directives clearly and effectively both orally and in writing

Qualifications/Certificates:

• Minimum of an Associate's Degree required
• 3 to 5 years of experience supporting executives
• Superior time management and organizational skills
• Excellent communication skills
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and social media platforms
• Fluent Spanish language speaking/writing an asset
• Familiarity with, or strong interest in learning, photo editing and publishing tools: Adobe, Microsoft Publisher, and Constant Contact

Days: Monday Friday
Year: 12 months
Salary: In accordance with the ESG contract
Apply at
www.norwalkpublicschools.org
Click "Employment"

NORWALK IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Norwalk Board of Education to ensure equal educational opportunity for all students and to prohibit unlawful discrimination because of race, color, religion, creed, age, marital status, national origin, gender, sexual orientation, or physical and mental disability in the school district's educational program and activities; and to prohibit unlawful discrimination in employment because of race, color, religion, creed, age, marital status, national origin, gender; gender identity or expression, sexual orientation or physical and mental disability.