Executive Secretary to the Deputy Superintendent

JOB DESCRIPTION SUMMARY

Under the direction of the Deputy Superintendent, the Chief Executive Secretary provides high-level, confidential administrative, operational and program support to the Office of the Deputy Superintendent. The position manages the Deputy Superintendent’s calendar, communications, meetings, records, and office & program workflows; serves as a primary point of contact for internal and external stakeholders; and coordinates information, creates materials, and follow-up across instructional and operational departments. The Chief Executive Secretary exercises sound judgment, anticipates needs, tracks priorities and deliverables, and helps ensure the timely and effective execution of districtwide initiatives led by the Deputy Superintendent.

WORK MONTHS

12 Months

ESSENTIAL FUNCTIONS

• Conduct and prioritize executive-level administrative functions that support the daily operations, goals, and responsibilities of the Office of the Deputy Superintendent. 
• Maintain and coordinate the Deputy Superintendent’s calendar by scheduling meetings, resolving conflicts, anticipating preparation and travel time, and developing daily, weekly, and longer-range schedules. 
• Serve as an initial point of contact and liaison between the Office of the Deputy Superintendent and executive leaders, Board members, departments, school leaders, employees, families, community partners, government agencies, vendors, and other constituents. 
• Manage and prioritize high-volume email, mail, telephone, and in-person communications; respond to routine matters, route requests and concerns to the appropriate parties, and elevate urgent or sensitive issues promptly. 
• Exercise independent judgment and discretion in addressing time-sensitive issues and coordinating appropriate follow-up while maintaining confidentiality. 
• Prepare the Deputy Superintendent for meetings, events, and decisions by gathering background information, agendas, reports, presentations, data, and briefing materials from relevant departments and stakeholders. 
• Coordinate and track requests, assignments, decisions, deadlines, and deliverables from the Deputy Superintendent to executive leaders and cross-functional teams; provide timely status updates and follow up to support completion. 
• Arrange the logistical components of meetings, trainings, and events, including scheduling, securing locations, preparing rooms or virtual meeting links, coordinating catering and audiovisual needs, and ensuring materials are complete and available. 
• Develop agendas; record, prepare, and distribute meeting minutes or action items; maintain decision and follow-up logs; and monitor completion of assigned next steps. 
• Compose, edit, proofread, format, and distribute correspondence, reports, presentations, memoranda, meeting materials, and other documents on behalf of the Deputy Superintendent. 
• Prepare documents and information from BoardDocs Pro and other District systems to support Board meetings, executive briefings, and departmental work; assist with board-related submissions as assigned. 
• Provide quality control for documents submitted for the Deputy Superintendent’s review or signature, ensuring accuracy, completeness, appropriate approvals, and adherence to established procedures. 
• Prepare payroll and serve as timekeeper for assigned staff, including monitoring attendance, reconciling absences, maintaining vacation calendars, and entering approved overtime or additional compensation as applicable. 
• Order supplies, process invoices, enter requisitions, coordinate fund transfers, monitor budget expenditures and balances, reconcile Purchase Card activity, and complete related transactions in accordance with Board policies and District procedures. 
• Coordinate travel arrangements and prepare travel requests, mileage reimbursements, and expense reports for the Deputy Superintendent and other assigned staff. 
• Create and maintain standard communications, resources, procedures, and tracking tools that improve office operations and address recurring stakeholder questions or requests. 
• Participate in departmental, team, and individual planning, goal setting, professional development, and required training; provide regular updates regarding progress, competing priorities, and barriers to completion. 
• Ability to work collaboratively as a team player and independently, under pressure with multiple competing deadlines, and with culturally, educationally, and racially diverse internal and external stakeholders. 
• 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

 Associate’s Degree (required)

Bachelor’s Degree (preferred)

CERTIFICATION/LICENSURE REQUIRED

N/A

YEARS OF EXPERIENCE

Minimum of five (5) years of progressively responsible administrative support experience, including experience supporting a senior-level or executive leader. Experience in a large, urban school district, public-sector organization, or similarly complex organization preferred. 

KNOWLEDGE, SKILLS, & ABILITIES

• Demonstrated ability to provide high-level administrative support to senior or executive leadership in a complex, fast-paced environment.
• Exceptional organizational, prioritization, time-management, and follow-through skills, with the ability to manage multiple competing deadlines and frequently changing priorities. 
• Ability to anticipate needs, take initiative, solve problems, and exercise sound independent judgment with minimal direction. 
• Excellent oral, written, interpersonal, editing, and proofreading skills, including the ability to distill and communicate complex information clearly. 
• Ability to exercise a high degree of confidentiality, professionalism, discretion, diplomacy, and tact when handling sensitive information and critical issues. 
• Strong customer-service orientation and ability to work cooperatively and courteously with culturally, educationally, and racially diverse internal and external stakeholders. 
• Ability to establish and maintain effective working relationships across schools, departments, executive leadership, the Board, families, and community partners. 
• Strong attention to detail and demonstrated accuracy in document preparation, scheduling, data entry, recordkeeping, and financial or payroll transactions. 
• Experience coordinating complex meetings, events, travel, and logistical arrangements. 
• Experience tracking projects, deadlines, decisions, and deliverables across multiple departments or stakeholders (required). Project Management certification (preferred).
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint, and the ability to learn and effectively use other business-related software. 
• Proficiency with generative AI tools, such as ChatGPT or Claude, including the ability to write effective prompts.
• Experience with or ability to learn District systems such as Munis, BoardDocs Pro, Frontline, and other payroll, timekeeping, financial, records-management, and workflow systems. 
• Ability to work non-traditional hours as needed, including evenings, to support meetings, events, and urgent priorities. 
• 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. 

This position is primarily performed indoors in a busy office environment and requires frequent collaboration with staff across multiple departments and sites. The employee is regularly required to sit, stand, walk, talk, hear, operate a computer and other office equipment, and occasionally reach with hands and arms. The role requires sustained concentration, careful attention to detail, frequent adjustment of daily work plans, and the ability to work effectively under tight deadlines in a changing, high-visibility environment. 

APPLICANT ELIGIBILE CRITERIA

N/A

CITY OF PITTSBURGH RESIDENCY REQUIREMENT

This position falls within the requirements of Board Policy 308.