Executive Assistant – Superintendent

OPENS: 11/11/2026

CLOSES: Until Filled JOB TITLE: Executive Assistant – Superintendent REPORTS TO: Superintendent DEPT. / SCHOOL: Executive Office / Bob Hope School / Central WAGE / HOUR STATUS: Non-Exempt/Full Time

Primary Purpose:

Work under minimal supervision to ensure the efficient operation of the superintendent’s office and provide administrative support to the superintendent and board of trustees. Exercise sound judgment in handling confidential information, coordinating executive office activities, and communicating with district employees, outside agencies, and the general public. Provide on-site leadership and coordination for clerical employees assigned to the executive office.

Qualifications

Education/Certification:

• High school diploma or GED required.

• College coursework or an associate degree in business administration, office administration, or a related field preferred.

• Must obtain and maintain a Texas Notary Public commission.

• Must complete Texas Open Meetings Act training.

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies.

• Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Ability to prepare professional correspondence, presentations, reports, spreadsheets, and meeting materials with accuracy and attention to detail.

• Ability to organize and analyze data using spreadsheets and other software.

• Strong calendar management, organizational, and time management skills.

• Ability to make independent decisions regarding planning, organizing, scheduling, and prioritizing work within established procedures.

• Excellent public relations, written and verbal communication, and interpersonal skills.

• Ability to manage multiple complex administrative activities and meet competing deadlines.

• Ability to handle confidential and sensitive information with discretion.

• Ability to learn and use board management software to prepare agendas, organize supporting documents, and maintain meeting records.

• Bilingual proficiency in English and Spanish preferred.

Experience:

• Minimum of three years of progressively responsible administrative or executive support experience involving extensive interaction with employees and the public; five years preferred.

• Experience supporting a superintendent, executive leader, or governing board preferred.

• Experience with board management software preferred.

Major Responsibilities and Duties

Executive Office Support

• Manage the daily administrative operations of the superintendent’s office, ensuring timely completion of assignments and follow-up on outstanding matters.

• Maintain the superintendent’s calendar; coordinate appointments, meetings, campus visits, and travel arrangements.

• Review and route incoming correspondence, calls, and requests; respond to routine inquiries and refer other matters to appropriate personnel.

• Prepare, proofread, and distribute correspondence, reports, presentations, and other documents on behalf of the superintendent.

• Coordinate meeting logistics, prepare agendas and materials, record action items, and track follow-up assignments.

• Anticipate administrative needs and communicate scheduling conflicts, deadlines, and emerging concerns to the superintendent.

Board Support

• Coordinate preparation and distribution of board meeting agendas, supporting materials, and board packets under the superintendent’s direction.

• Use board management software to organize meeting materials, process updates, and maintain accurate records.

• Attend all regular and special board meetings, including those held outside regular business hours, and provide administrative and logistical support. Work overtime and travel as needed.

• Prepare draft meeting minutes and maintain approved minutes and related board records as assigned.

• Coordinate meeting arrangements, technology needs, and communications with board members and district personnel.

• Assist with tracking board requests, training records, travel arrangements, and follow-up items.

• Coordinate required meeting notices and postings with designated district personnel according to established procedures and deadlines.

• Complete Texas Open Meetings Act training and apply the training when supporting board meeting preparation and documentation.

Communication and Records

• Serve as a professional and welcoming point of contact for the superintendent’s office.

• Communicate effectively with board members, district employees, families, community members, and outside agencies.

• Handle concerns and inquiries with tact, discretion, and sound judgment; route matters through appropriate district channels.

• Maintain organized electronic and paper files, including confidential correspondence and executive office records.

• Follow district procedures for records retention, document access, and protection of confidential information.

• Obtain and maintain a Texas Notary Public commission and provide notarial services for district business as authorized.

Administrative Coordination

• Prepare purchase requisitions, expense reports, reimbursement requests, and other administrative documents.

• Monitor office supplies, coordinate equipment and service needs, and maintain an organized office environment.

• Coordinate travel registrations, itineraries, lodging, and related arrangements for the superintendent and board members as assigned.

• Provide day-to-day direction and coordination for assigned clerical employees, including work priorities, coverage, and deadlines.

• Collaborate with district departments to obtain information, coordinate projects, and complete executive office assignments.

• Maintain accurate time records and follow district procedures for scheduling and approval of overtime.

• Perform other duties as assigned.

Supervisory Responsibilities

Provide on-site leadership and coordinate the daily work of clerical employees assigned to the executive office.

Working Conditions:

• Work primarily in an office setting with frequent interruptions and competing deadlines.

• Must attend all regular and special board meetings, including those held outside regular business hours, and other district events as assigned.

• Must be available to work overtime as required for board meetings, special events, and executive office needs.

• Must be able to travel to district campuses, board-related activities, meetings, and professional development events as assigned, including occasional overnight travel.

• Maintain professionalism and composure when handling sensitive matters and interacting with individuals who may be upset or concerned.

• Regularly use a computer and standard office equipment; perform repetitive hand motions and spend extended periods sitting or standing.

This job description describes the general responsibilities and qualifications of the position and is not an exhaustive list of all duties that may be assigned.

ABOUT BOB HOPE SCHOOL

Bob Hope School is a growing open-enrollment public charter school (non-profit) providing parents a choice in their child's education. Bob Hope Elementary is a Montessori / Dual-Language campus. Instruction is conducted in a two-way immersion program, where teachers fluent in English teach ELA and those fluent in Spanish teach SLA and are supported by teacher aides with a strong command of both languages. Campuses are located in Port Arthur, Beaumont, Baytown, and Cy-Fair, Texas. The Hughen Center, Inc. is the charter holder of Bob Hope School.

Bob Hope School provides equal employment opportunity for all applicants and employees. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.