About this role
This position is a grade 121 on the salary schedule. As a condition of employment, all new hires must obtain and maintain a valid Level One IVP Fingerprint Clearance Card issued by the Arizona Department of Public Safety (DPS). Internal Posting We are currently accepting applications from current District employees only. The Executive Assistant to the Superintendent provides high-level administrative support to the Superintendent, manages the operations of the Superintendent's office, and serves as a liaison to the Governing Board, staff, and the community. This role requires a high degree of professionalism, confidentiality, and the ability to manage complex schedules and communications in a fast-paced environment. ESSENTIAL DUTIES AND RESPONSIBILITIES: Executive Calendar & Administrative Operations Performance Objective and Success Standards: Proactively manage the Superintendent's time and logistical requirements to maximize leadership efficiency and ensure seamless daily operations.
• 100% accuracy in travel arrangements and scheduling, with zero preventable double-bookings or logistical conflicts.
• Documentation, reports, and presentations are delivered with 100% error-free proofreading and professional formatting.
Board Governance & Records Management Performance Objective and Success Standards: Coordinate the lifecycle of Governing Board meetings and maintain district records to ensure institutional transparency and legal compliance.
• Board agendas and exhibits are distributed to stakeholders within established statutory timelines (e.g., 24-72 hours prior to meetings).
• 100% compliance with state records retention laws and district audit requirements for all official files and minutes.
Stakeholder Relations & Communications Performance Objective and Success Standards: Serve as the high-level liaison and gatekeeper for the Superintendent's office, facilitating clear communication and professional engagement with all internal and external parties.
• Response time for stakeholder inquiries is maintained within a 24-hour window, reflecting high levels of professionalism and district brand alignment.
• Zero breaches of confidentiality or unauthorized disclosures of sensitive district information.
Fiscal Oversight & Project Coordination Performance Objective and Success Standards: Execute financial processing and special project workflows to ensure the Superintendent's office remains within budget and hits key departmental milestones.
• Office expenditures remain within +/- 2% of the annual budget through diligent monitoring of purchase orders and expense reports.
• Assigned special events and projects are completed on schedule and meet 90% or higher satisfaction ratings from the Superintendent and project participants.
MINIMUM EDUCATION AND/OR EXPERIENCE:
• Associate's Degree in Business Administration, Office Management, or a related field.
• 5 or more years of experience providing administrative support to senior-level executives.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
PREFERRED EDUCATION AND/OR EXPERIENCE:
• Bachelor's Degree in a related field.
• Experience working in a K-12 educational environment or public sector agency.
• Experience with board management software and student information systems.
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of:
• Executive-level administrative procedures and office management best practices.
• District policies, procedures, and relevant state/federal regulations (e.g., Open Meeting Law).
Skilled in:
• Exceptional written and verbal communication, including professional correspondence and minute-taking.
• Advanced organizational and time-management techniques to handle multiple priorities.
Ability to:
• Maintain a high level of confidentiality and exercise sound judgment in sensitive situations.
• Work independently with minimal supervision and adapt to changing priorities.
• Build and maintain positive working relationships with diverse stakeholders.
Core Competencies:
• Accountability
• Analytical Thinking
• Concern for Order
• Planning Ahead
PHYSICAL DEMANDS & WORK ENVIRONMENT: 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 the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. The employee must use hands, arms, and fingers to input data, handle, feel, or reach; the employee may occasionally push or lift up to 50 lbs., such as boxes, supplies, etc. Specific vision abilities required by this job include close vision such as reading handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision, and depth perception. The noise level in the work environment is moderate to loud and can vary in temperature. The nature of this position is fast-paced and may occasionally be thought of as stressful. Through interaction with the public and other district employees, the employee may encounter different scents. WE ARE PHOENIX #1! At Phoenix Elementary School District #1, we are Inspiring Every Child to Achieve, educating the future leaders of Phoenix! We're looking for passionate people who want to shape the future to join in our mission of offering all students an excellent and equitable education. The education of our children is a shared responsibility among our community, and we encourage you to apply for the opportunity to be part of that. Every member of our Phoenix #1 family—from our top leadership team to our bus drivers, our nutrition team to our nurses, and our teachers to our technology gurus is shaping the lives of our students every day. We also drive forward the goals of ensuring equity and excellence for all students. It's not just our work; it is our passion! We are a Pre-Kindergarten through 8th grade school district in Phoenix, Arizona, established in 1871 as the first free public school district in Arizona. The district boundaries cover an area from 16th Street to 23rd Avenue, and Buckeye Road to Thomas Road. WHAT YOU'LL LOVE ABOUT US:
• Our 12 schools are in the heart of Phoenix.
• We are educating the future leaders of Phoenix.
• We are accessible by Phoenix Light Rail.
• We support and encourage a healthy work/life balance.
• We have University partners that offer discounted tuition.
NOTICES The statements in this job description describe the essential functions and requirements as assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Job descriptions are subject to change. Employees must be able to pass a pre-employment drug test and extensive fingerprint and background check. Discrimination against an otherwise qualified individual with a disability or any individual by reason of race, color, religion, sex, sexual orientation, gender identity, gender expression, age, or national origin is prohibited. Efforts will be made in recruitment and employment to ensure equal opportunity in employment for all qualified persons. Phoenix #1 is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, contact Lauren Pagnotta, HR Coordinator, at (602) 257-6072 at least 3 days in advance.