Hybrid Executive Administrative Assistant to Chief Communications Officer presso Corpus Christi Independent School District

Education/Certification:

• Required:  High school graduate with secretarial training
• Preferred: Postsecondary business/computer courses

Technology Proficiency: Level 2 - Applied (use of)

• Computer operations
• Software productivity tools (i.e. Microsoft Office, PowerPoint)
• Email
• Printers and copiers
• Job-related financial and student management systems
• Multimedia tools
• Electronic file management
• Knowledge of District Acceptable Use Policy and Technology Ethics/Etiquette
• Preferred: Knowledge of Adobe Creative Suite
• Basic photography skills

Experience Required:

• Proven experience in similar role
• Word processing and database computer experience; general office experience
• Preferred: Three to five years of administrative assistant or secretarial experience

Personal Qualifications Required:

• Exemplary customer service skills and service oriented attitude.
• Preferred: Experience supporting campuses with parent questions, concerns, and other oral and written communications needs.
• Strong organizational and time management skills.
• Communicates effectively in both written and oral forms.
• Detail-oriented in all tasks.
• Maintains professional, courteous demeanor in written and oral interactions with campus and district staff as well as members of the community.
• Adept at communicating with customers expressing concerns and/or displeasure with campus/district procedures.
• Displays ability to work independently with little or no supervision.
• Demonstrates ability to handle multiple priorities effectively, works well under pressure, meets deadlines, maintains confidentiality, and works independently on assigned tasks.
• Maintains professional appearance, and serves as a positive role model.
• Possesses advanced computer skills including spreadsheet, database, website and office suite programs.
• Displays knowledge of general accounting procedures.
• Maintains ability to create appropriate reports, forms, and correspondence as necessary.
• Possesses strong proofreading skills.
• Team oriented individual who is willing to work flexible hours.
• Comfortable working in public-facing, fast-paced environment.

Function

 The Executive Administrative Assistant is under the supervision of the Chief Communications Officer and responsible for assigned support duties needed in the research, planning, implementation and evaluation of all districtwide communications as well as campus communications support. The Executive Administrative Assistant performs support tasks that are necessary to maintain the Office of Communications’ efficient, effective day-to-day operations.

Reports To:

: Chief Communications Officer

Reponsibilities:

• Manages contracts process for vendor services, including, but not limited to, annual advertising campaigns.

• Arranges travel for CCO and Communications staff.
• Assists at district-level events coordinated by Office as Communications as needed, including after regular business hours, and including, but not limited to Teacher of the Year, State of the District, Academic Achievers, ribbon cuttings and others.
• Uses computer applications, including databases, for writing memoranda and maintaining department records.
• Responsible for collecting, compiling and disseminating information to district departments and campuses as needed.
• Manages, maintains, and updates a database of community contacts, including accurate VIP list for events.
• Updates and posts information on district web pages maintained by the Office of Communications.
• Maintains district’s Board Recognition program.
• Assists with promotion, planning and implementation of districtwide special events.
• Makes appointments, schedules meetings, and assists in making arrangements for meeting places for various topics.
• Submits board agenda items, board actions items, board transmittals and other reports as needed.
• Facilitates Office of Communications electronic and printed mailings and publicity.
• Initiates the packaging and disbursement of invitations, publications, records, and miscellaneous communications.
• Assists with pertinent communications to the Board or Board Administrative Assistant.
• Processes all reimbursement requests.
• Schedules and maintains CCO’s calendar, including coordinating and setting up for large groups meetings as needed.
• Maintain inventory of district branded items. Prepare welcome packets for new administrators as well as coordinate Support Staff Week district-level celebration.
• Assist CCO in job posting, scheduling interviews and other tasks related to department staffing.
• Processes payroll information for all staff who report to the Chief Communications Officer.
• Provides budgetary information for the Office of Communications.
• Maintains office supply inventories and requisition of supplies and materials.
• Assist in preparing communications-related materials related to board meetings, including, but not limited to, recognition transmittals, recognition letters, recognition certificates, coordinating pledge schedule, helping prepare board room for professional meeting appearance.
• Maintains spreadsheet of budget expenditures, and organizes and files requisitions on all expenditures.
• Maintains a storage and retrieval system of materials and publications conveniently accessible for dissemination.
• Maintains an up-to-date filing system on all matters for which the Office of Communications is responsible.
• Performs general secretarial duties involving answering the telephone, giving information in accordance with approved procedures, taking messages, and ensuring prompt response times to all messages.
• Performs other job-related duties as assigned by CCO.

Working Conditions:

• Ability to receive information and/or instruction from internal/external customers through spoken expression.
• Ability to manipulate tools/equipment/keyboards.
• Ability to convey information and/or instruction to internal/external customers through spoken expression.
• Ability to perform work while standing and/or walking for extended periods, up to eight (8) hours a day.
• Ability to see detailed information, naturally or with correction.

The pay grade and work year listed are intended to be informational and not contractual in nature.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.