Executive Secretary - Talent Acquisition & Engagement
Overview
Oversee executive administration for the Assistant Superintendent of Talent Acquisition and Engagement at a large Texas school district. Coordinate complex calendars, confidential records, budgets, and event logistics across recruitment, staffing, and employee engagement teams. Support a team of directors and managers with project tracking, purchasing, and board materials. This role anchors the district's talent initiatives, including the Teacher Incentive Allotment, and manages sensitive employee information. Your work directly impacts hiring and retention across the district.
What You'll Do10
- 1Manage the Assistant Superintendent's calendar, appointments, meetings, travel, and daily schedule, anticipating conflicts and resolving them proactively.
- 2Draft, proofread, and format correspondence, memoranda, reports, presentations, and meeting agendas for the Assistant Superintendent and assigned directors.
- 3Organize and track departmental projects, deadlines, and follow-up items, using Google Workspace and Microsoft Office to maintain accurate records.
- 4Coordinate travel arrangements, registrations, itineraries, and reimbursements for the Assistant Superintendent and directors.
- 5Prepare requisitions, purchase orders, contracts, and invoices, monitoring expenditures against budget in Oracle or similar financial systems.
- 6Support recruitment and onboarding events, including scheduling interviews, reserving facilities, and communicating with candidates and partners.
- 7Maintain confidential electronic and paper filing systems for employee records, certifications, and Teacher Incentive Allotment documentation.
- 8Compile and verify data for staffing reports and presentations, ensuring accuracy and readability for executive and board review.
- 9Act as first point of contact for the Talent Acquisition team, routing inquiries to appropriate staff and responding to routine questions.
- 10Attend meetings, record notes, and track action items to ensure completion by responsible team members.
Requirements10
- 15+ years of progressively responsible administrative support experience, including calendar management, correspondence, and records.
- 2High school diploma or GED required; 60+ college hours from an accredited institution preferred.
- 3Experience supporting a senior leader or executive, with proven ability to handle confidential information.
- 4Proficiency in Microsoft Office and Google Workspace applications, including Excel, Word, PowerPoint, and Google Calendar.
- 5Experience using human resources information systems or applicant-tracking systems, such as Workday or Taleo.
- 6Strong proofreading and editing skills with meticulous attention to detail for executive communications.
- 7Ability to prioritize multiple assignments and meet time-sensitive deadlines with limited supervision.
- 8Knowledge of budget monitoring and purchasing processes, including requisitions and purchase orders.
- 9Effective interpersonal and customer service skills for interacting with employees, applicants, and district leaders.
- 10Notary Public commission or ability to obtain within six months of employment; bilingual in English and Spanish preferred.
Salary Insight
$43 - $51k per year
Location
Required Skills
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