Executive Assistant To The Executive Director

Job Title:Executive Assistant to the Executive Director

Position Summary: 

The Executive Assistant to the Executive Director provides high-level administrative support to the Executive Director by coordinating monthly board meetings, organizing special projects and events, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The ideal candidate will have excellent communication skills, both written and verbal, and strong technological skills.

Duties and Responsibilities:    

1.        Establish administrative office procedures and routines.

2.        Act as a liaison between the Executive Director, Board Members, Senior Executives, Superintendents, public officials and other internal and external stakeholders. 

3.        Coordinate annual events.

4.        Plan and organize the logistics for events such as the annual superintendents professional learning workshop, board workshops, back-to-school event, etc.

5.        Plan and coordinate a variety of work projects.

6.        Organize, edit, and distribute all meeting materials and acts as the recording secretary for the Allegheny Intermediate Unit Board of Directors, including attending the monthly Regular Board Meeting.

7.        Coordinate all meetings and activities organized by the Executive Director, including travel and conference arrangements. 

8.        Prepare reports as requested by the Executive Director.

9.        Provide clerical and procedural support as needed.

10.     Coordinate all Executive Director's budgetary functions.

11.     Proofread materials prepared by other staff members and departments for AIU Board and other customers.

12.     Maintain strict confidentiality in all AIU operations.

13.     Maintain files for AIU Board Minutes in perpetuity.

14.     Prepare routine correspondence for Executive Director and AIU Board Members.

15.     Coordinate the annual AIU Board Member Elections and participate in the orientation of new AIU Board Members.

1.        Associate's or Bachelor's degree in business, communications, or related field preferred.

2.        Five years of experience as an Executive Assistant or similar role reporting to senior leadership. 

3.        Excellent communication skills, both written and verbal.

4.        Expertise in various software programs including Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams).

5.        Ability to learn new programs and applications (videoconferencing, BoardDocs, electronic surveys, etc.) as needed.

6.        Strong interpersonal skills with the ability to work collaboratively with all levels of staff members, board members, and external stakeholders.

7.        Ability to maintain accurate records.

8.        Strong organizational and time management skills.

9.        Ability to maintain confidentiality and exercise discretion.

10.     Ability to work independently and manage multiple tasks simultaneously.

11.     Must be detailed oriented and comfortable working in a rapidly changing environment. 

Additional Requirements:   

1.      Current Act 114, Act 34, Act 151 and NSOR Clearances required prior to an offer (Must be dated within 1 year of hire date).

2.      School Personnel Health Record (Form H511.340) must be completed and received by Human Resources prior to hire date.

Working Conditions:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.     Sitting for extended period of time

2.     Lifting, carrying, pushing, pulling 35 pounds

3.     Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies

4.     Moving fingers and hands in a repetitive manner

5.     Ability to speak clearly and distinctly when communicating with limited English speaking customers

6.     Hearing clearly

7.     Adequate vision to perform duties

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Disclaimer: The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.

Reports To: Executive Director

Department: Administration

Position Schedule: Mon - Fri plus monthly board meetings

Salary: 12

Benefits: Professional Support

To Apply: Create an on-line application and upload a cover letter, resume, clearances, PDE Teaching Certificate (if applicable) and transcripts at the AIU Career Site.

Please send any questions to: recruitment@aiu3.net

The Allegheny Intermediate Unit is an equal opportunity education institution and will not discriminate on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, age, handicap, or limited English proficiency in its educational programs, services, facilities, activities or employment practices as required by Title IX of the 1972 Educational Amendments, Title VI and Title VII of the Civil Rights Act of 1964, as amended, Section 504 Regulations of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1975, Section 204 Regulations of the 1984 Carl D. Perkins Act, the Americans with Disabilities Act, or any other applicable federal or state statute.