Executive Assistant to the Superintendent bei Hudson Public Schools

 HUDSON PUBLIC SCHOOLS

HUDSON, MASSACHUSETTS

Position:                      Executive Assistant to the Superintendent

Department:               Administrative Office

Reports to:                  Superintendent of Schools

Approved by:              Brian K. Reagan, Ed.D.                                

Revision Date:            September 2025

SUMMARY: Serve as the confidential Executive Assistant to the Superintendent and assist the Superintendent in the efficient and effective operation of the Superintendent’s office functions.

Start Date: December 8, 2025 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Maintains public relations role and liaison skills with all school administrators, faculty, and staff, School Committee, parents and community members, as well as all town departments and agencies at both the local and state level to resolve problems, exchange information, and coordinate activities.
• Schedules and maintains the Superintendents schedule.
• Receives and supports visitors to offices within the Administration Building as needed.
• Manages telephone inquiries and responds to requests/questions directed to the Superintendent’s office.
• Manages and distributes all incoming mail to the Superintendent’s office.
• Transcribes to permanent files record of meetings conducted by the Leadership Team as needed.
• Maintains a file of proposed School Committee meeting agenda items.
• Posts Open Meeting Notices and agendas for all School Committee Meetings as required by law and as directed by the Superintendent and/or the School Committee Chairperson.
• Assists in the preparation of agendas and supporting documents for School Committee meetings and distributes materials to the Committee and school administration as necessary. 
• Serves as Recording Secretary for the School Committee
• Maintains a permanent file of School Committee minutes and documents and makes them available to the public in keeping with School Committee rules.
• Prepares and processes correspondence, reports, procedural forms, parent, and student-related material.
• Manages and tracks school choice applications, correspondence, and liaising with schools and registrar
• Maintains tracking of homeschool education and corresponds with families as appropriate.
• Supports Welcome Center: Language Liaisons and Registrar.
• Prepares the school calendar.
• Manages the planning and implementation of District events.
• Maintains record of Policies as approved by the School Committee.
• Handles requests for distribution of flyers to students according to district procedures.
• Performs all other duties as assigned by the Superintendent.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE SKILLS AND ABILITIES

• Demonstrated excellent relationship management skills with employees, public/private partners, and community members.
• Demonstrated interpersonal and communication skills.
• Demonstrated aptitude to work independently to complete assigned duties and responsibilities.
• Demonstrated ability to work cooperatively with others.
• Demonstrated professionalism, high standards of performance and attention to detail.
• Demonstrated ability to exercise sound judgement in handling confidential and sensitive information.

QUALIFICATIONS:

• Bachelor’s degree or equivalent experience.
• At least five years of experience in office administration, and/or public school district experience.
• Ability to communicate effectively, both verbally and in writing with administrators, faculty, parents, the general public, school committee, and town officials.
• Ability to exercise good judgement and a high degree of tact and diplomacy in responding to issues and problems brought to the attention of the superintendent’s office.
• Ability to prioritize multiple tasks and perform detailed work accurately and efficiently within strict deadlines in an environment with interruptions.
• Proficient in business applications and software including social medial platforms, website management, Microsoft Office, and Google applications.
• Excellent organizational skills and attention to detail in planning and executing work tasks.
• High level of commitment, positivity, and attendance.
• Confidentiality is expected and required.
• Preferred: Language proficiency with Portuguese and/or Spanish.

TERMS OF EMPLOYMENT:

• 12-Month Position - Individual Administrator Contract
• Salary: Range, starting at $70,000 + (Final Salary and working conditions determined by the Superintendent)
• 25 vacation days, 5 personal days, 18 sick days, 14 holidays
• Benefit Eligible on start date. 30 days to enroll in coverage from start date.
• Benefit information: https://www.townofhudson.org/employee-information  

PHYSICAL DEMANDS: 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.

While performing duties of this job, the employee must often remain in a stationary position for considerable periods of time. The employee may be required to occasionally traverse throughout the building. The employee must frequently use hands to finger, handle, or feel; and use hand strength to grasp tools. Frequently operates a computer and other office productivity machinery (i.e., a calculator, copy machine, and computer printer). The employee must be able to input information into a computer and as well as read material from a computer monitor as well as handwritten or printed matter with or without visual aids. The employee must be able to communicate effectively with students, staff members, and the public in person and on the telephone.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day and location. The employee interacts with parents, staff members, and the general public. The employee occasionally must meet multiple demands from several people.

Nondiscrimination and Title IX Notice

Hudson Public Schools does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or genetic information in admission, administration of its educational programs, activities, or employment and is required by Title IX and its implementing regulations at 34 C.F.R. Part 106. The Director of Human Resources, Jennifer Allard, [email protected], 978-567-6100 ext. 41124, has been designated as the Title IX Coordinator. Inquiries concerning the application of Title IX and its implementing regulations at 34 C.F.R. Part 106 to Hudson Public Schools may be referred to Jennifer Allard or to U.S. Department of Education, Office for Civil Rights, 400 Maryland Ave., SW Washington, DC 20202-1100, telephone 800-421-3481

While performing duties of this job, the employee may often remain in a stationary position for considerable periods of time. The employee will have also have ample periods of standing and may be required to traverse throughout the building. The employee must frequently use hands and frequently operates a computer and other office productivity machinery (i.e., calculator, copy machine, and computer printer). Physical abilities may also include lifting/carrying/pushing/pulling, stooping/crouching, reaching/handling, talking/hearing conversations, and near/far visual acuity/depth perception/color vision/field. Ability must be able to lift and/or push and pull 15 to 20lbs for short periods, and walk up and down stairs several times a day. The employee must be able to communicate effectively with students, staff members, and the public in person and on the telephone.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. If you require an accommodation during the application process or on the job, you are encouraged to reach out to the Human Resources Department- [email protected]