Executive Assistant (Various Learning Networks)

Job Description

Title: Executive Assistant

Department: Office of School Performance

Reports To: Assistant Superintendent

Job Summary

Performs a variety of responsible and complex administrative, technical and secretarial

duties for the Assistant Superintendent . Works on issues of a

highly confidential and/or sensitive nature. Handles matters related to the coordination of

office functions and services, and managing office operations. Serves at the pleasure of the

executive management staff member to whom they are assigned.

Essential Functions

• Handles matters of a highly confidential and/or sensitive nature for executive management

staff.

• Coordinates all office functions and services.

• Responds to public inquiries on the telephone and in person; provides information on

School District policies and procedures; researches various issues which may involve

contacting internal and external sources; coordinates activities between

functions/departments to facilitate problem resolution.

• Prepares draft agendas for meetings for review; disseminates agendas to meeting

participants with appropriate backup materials.

• Handles all mail and correspondence for superior including confidential documents;

prepares correspondence for signature of superior.

• Schedules appointments and meetings for superior; coordinates schedules with meeting

participants and arranges accommodations.

• Prepares, maintains and updates system data and produces a variety of reports and

financial statements.

• Prepares various forms including accounting and fiscal statements, records and vouchers.

• Performs incidental general office/secretarial duties such as, but not limited to, word

processing, faxing and copying.

Other Functions

• May train and/or supervise subordinate clerical/secretarial staff.

• May determine the need for and prepare requisitions for services such as maintenance,

repair and supplies.

• May prepare slide and overhead projector presentation materials.

• May coordinate all travel arrangements, including hotel and automobile rental reservations.

Qualifications

Minimum Requirements

• High school diploma or equivalent.

• Five years of full-time, paid, secretarial or administrative support experience which has

included the use of a personal computer to maintain records and prepare correspondence,

reports and spreadsheets.

Knowledge, Skills and Abilities

Demonstrated knowledge of:

• office practices and procedures.

• word processing software applications.

• spreadsheet software applications.

Thorough knowledge of:

• the operation and maintenance of standard office equipment.

• English language usage, spelling, and grammar.

Ability to:

• type from a clear copy at a speed of not less than 60 net corrected words per minute.

• perform varied mathematical computation accurately and quickly.

• perform secretarial and clerical duties with speed and accuracy.

• follow written and verbal instructions.

• communicate effectively, both orally and in writing.

• establish and maintain effective working relationships.

Disclaimer

The above statements are intended to describe the general nature and level of work being

performed by people assigned to this classification. They are not to be construed as an

exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Nondiscrimination

The School District of Philadelphia provides equal employment opportunities to all

employees and applicants for employment without regard to race, color, age, creed, religion,

sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender

identity, or genetic information. Please refer to Board Policy 348 for further information

regarding the District's commitment to Nondiscrimination in Employment Practices.