JOB DESCRIPTION SUMMARY

The Senior Executive Assistant to the Superintendent is directly supervised by the Superintendent and serves as the Superintendent’s primary administrative and strategic support partner. This role ensures the effective operation of the Superintendent’s Office by managing complex scheduling, communications, and executive priorities with exceptional accuracy, discretion, and judgment. The Senior Executive Assistant to the Superintendent anticipates the Superintendent’s needs, proactively manages competing demands, and enables sustained focus on district leadership, governance, and strategic priorities.

Serving as the primary point of contact for all information flowing to and from the Superintendent, the Senior Executive Assistant to the Superintendent acts as a key liaison among internal departments, the Board, families, community members, and external stakeholders, ensuring seamless communication and coordination. This position supports executive decision-making by preparing briefings, documenting priorities and progress, monitoring and advancing cross-departmental deliverables, and exercising sound judgment in time-sensitive, often high-stakes situations. The Senior Executive Assistant to the Superintendent plays a critical role in advancing the district’s mission, vision, and strategic goals by ensuring the Superintendent operates at maximum effectiveness.

WORK MONTHS

ESSENTIAL FUNCTIONS

Serve as the senior executive support and operational lead for the Office of the Superintendent, ensuring efficient and effective operations, strategic coordination, and the highest standards of confidentiality and professionalism.
Proactively anticipate needs, provide and implementing solutions to support decision-making and drive organizational priorities.
Serve as a key point of contact for the Superintendent’s office by supporting internal and external communications, prioritizing inquiries, and ensuring timely, professional responses aligned with the Superintendent’s direction
Support communication and coordination between the Superintendent and the Board of Directors, district leadership, departments, schools, families, community stakeholders, and external partners to help ensure effective information flow and follow-through.
Develop and organize briefing materials, reports, presentations, agendas, and background documents to ensure the Superintendent is fully equipped and strategically prepared for all meetings, events, and public engagements.
Compose, review, and refine high-level correspondence, reports, communications, and other documents on behalf of the Superintendent, maintaining the highest standards of accuracy, professionalism, confidentiality, and strategic alignment.
Develop, compile, review, and coordinate executive communications, including the weekly Superintendent Update and other district-wide or targeted messages, ensuring clarity, consistency, and alignment with District priorities and initiatives.
Function as project lead for critical district initiatives, coordinating resources, tracking progress, and driving outcomes that support the Superintendent’s strategic priorities.
Develop and manage systems and processes that maintain the organization, security, and integrity of all documents, records, correspondence, contacts, and confidential files, ensuring regulatory compliance and providing strategic support for the Superintendent’s executive decision-making.
Lead efforts to optimize workflows, strengthen operational performance, and advance organizational outcomes across the Superintendent’s office and district functions.
Work closely with district administrative leaders and staff to promote standardized practices, enhance efficiency, and ensure coordinated operations across executive and departmental functions.
Oversee and strategically manage the Superintendent’s calendar, meetings, events, and travel, exercising sound judgment to proactively prioritize commitments, manage competing request, resolve conflicts, and anticipate evolving needs to ensure optimal use of executive time.
Plan, coordinate, and execute the logistical components of meetings and events, including scheduling, securing venues, overseeing technology, ordering refreshments, and acquiring materials to ensure seamless implementation.
Drive the implementation of action items resulting from meetings and events, ensuring accountability, timely completion, and alignment with district objectives.
Oversee and coordinate deadlines, deliverables, approvals, and follow-up actions related to Superintendent directives, initiatives, contracts, grants, MOUs, and other district priorities, collaborating across departments (e.g., DREA, Finance, Legal, and Office of School Performance) to ensure accountability and timely execution.
Lead administrative and financial operations for the Superintendent’s Office, managing procurement, budget monitoring, travel and invoice processing, and reporting, while ensuring compliance with Board policies and District procedures.
Administration payroll for the Superintendent’s Office, Equity, and Communications & Community Engagement departments, including timekeeping, overtime, absences, and additional compensation to ensure accurate, compliant, and reliable processing.
Coordinate Board-related administrative functions, including preparation and entry of monthly board approval actions and maintaining BoardDocs.
Communicate effectively and professionally with diverse stakeholders across multiple platforms, including written, verbal, and electronic communication.
Maintain strict confidentiality and exercise discretion in handling sensitive information, personnel matters, executive decisions, and communications
Participate in professional development, strategic planning, and goal-setting activities, contributing to continuous improvement that advances departmental and district objectives
Other relevant duties as assigned by supervisor in support of the department’s or school’s goals and objectives and the District’s mission and Superintendent’s Priority Goals.

EDUCATION REQUIRED

Bachelor’s degree in business administration, public administration, education leadership or related field

In lieu of degrees equivalent combination of education and c-suite-level experience in large, complex organizations may be considered.

YEARS OF EXPERIENCE

5 years of progressively responsible administrative experience, ideally in executive support for senior leaders.

KNOWLEDGE, SKILLS, & ABILITIES

Demonstrated experience providing high-level administrative and executive support to senior leaders in a complex, fast-paced organization.
Ability to manage complex projects and initiatives across departments
Advanced organizational, time-management, and prioritization skills, with the ability to manage complex, dynamic calendars, competing priorities, and high volumes of information with accuracy and efficiency.
Strategic thinking and ability to anticipate needs, plan proactively, and influence outcomes.
Strong understanding of executive office operations, including administrative systems, document management, scheduling, meeting logistics, and workflow coordination in support of senior leadership.
Proven ability to anticipate needs, exercise sound judgment, and take initiative with minimal direction in a rapidly changing environment.
Exceptional attention to detail and follow-through, ensuring accuracy in scheduling, correspondence, records, reports, and executive-facing materials.
Advanced proficiency in Microsoft Office and Office 365 tools (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and virtual meeting platforms, with the ability to produce polished, executive-ready documents and presentations.
Experience coordinating projects or initiatives, including tracking deadlines, deliverables, approvals, and stakeholder communication across departments.
Ability to handle highly sensitive and confidential information with discretion, professionalism, and diplomacy.
Strong interpersonal and communication skills, with the ability to build effective relationships with culturally, educationally, and racially diverse internal and external stakeholders, including district leadership, Board members, families, and community partners.
Customer-focused approach to managing inquiries and interactions, reflecting the District’s commitment to service, responsiveness, and professionalism.
Ability to adapt to shifting priorities, manage ambiguity, and respond effectively to emerging issues while maintaining composure and professionalism.
Capacity to think strategically and align administrative processes and executive support with broader district goals and Superintendent priorities.
Knowledge of payroll, timekeeping, data entry, and budget support processes sufficient to ensure accuracy, compliance, and timely reporting.
Willingness and ability to work non-traditional hours as required to support Superintendent and district needs.
Enthusiastic about the fundamental goal of advancing student achievement in an urban public school district.
Value, demonstrate, and promote diversity, equity, and inclusion

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.

The position is primarily office-based within the Superintendent’s Office, with standard office hours. Evening meetings, extended hours, and community engagement will be required to support meetings, events, or urgent deadlines.

Requires frequent interaction with senior leadership, Board members, staff, community stakeholders, and external partners. Work involves multitasking and managing competing priorities in a fast-paced environment. Requires prolonged periods of sitting, using office equipment, and extensive computer use.

Travel within the district or to off-site events may be required occasionally.

CITY OF PITTSBURGH RESIDENCY REQUIREMENT

This position falls within the requirements of Board Policy 308.

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