Executive Assistant to Operations

Executive Assistant Caledonia Central Supervisory Union Non-Union, Hourly Position Location: CCSU Central Office, Danville, Vermont Reports to: Superintendent

About CCSU

Caledonia Central Supervisory Union serves seven member schools: Barnet, Cabot, Danville, Peacham, Twinfield, Walden, and Waterford. Our mission is to create a learning community where each individual achieves the highest standards of excellence in intellectual growth and citizenship.

Position Overview

Caledonia Central Supervisory Union seeks an Executive Assistant to provide administrative and organizational support to the Superintendent of Schools and coordinate essential Central Office functions. This position plays a critical role in CCSU’s daily operations. The Executive Assistant supports school boards, employee onboarding, annual reports, elections, student tuition, and communications with staff, families, and community partners. Accuracy, confidentiality, sound judgment, and dependable follow-through are essential.

The successful candidate will anticipate needs, manage competing deadlines, and adjust priorities as circumstances change. Flexibility is central to this position. Responsibilities shift throughout the year, and urgent requests require prompt attention alongside ongoing projects. The Executive Assistant must work independently, recognize when to seek direction, and maintain professional communication during demanding situations.

Experience in education, school administration, or a supervisory union office is preferred.

Key Responsibilities

Executive and Central Office Support Provide daily administrative support to the Superintendent, including scheduling, correspondence, meeting coordination, and special projects. Serve as a primary contact for Central Office visitors and callers. Communicate professionally with administrators, employees, families, board members, and outside agencies. Prepare and maintain confidential records, electronic files, contact information, and student accident reports. Coordinate office communications, mail, conference room schedules, and events. Maintain current information on district websites.

School Board Support

Prepare and distribute board agendas, meeting packets, reports, and supporting materials. Maintain and publish meeting minutes, recordings, policies, and related documents. Coordinate board calendars, membership records, committee assignments, and attendance documentation. Support newly elected board members by collecting required documents and providing orientation materials. Coordinate board membership information and election results with the Vermont School Boards Association. Annual Reports, Elections, and Public Communications Coordinate annual school district reports from initial planning through publication and distribution. Establish deadlines, collect submissions, edit and format content, and coordinate production with printing vendors. Prepare and publish annual meeting warnings, voter notices, and other required public communications. Coordinate election materials and work with town clerks, administrators, and other officials to support school district elections.

Human Resources Support

Assist the Human Resources Director with employee and substitute onboarding, personnel files, employment forms, and orientation coordination. Process and track background check and fingerprinting requirements. Maintain confidential records and coordinate follow-up. Maintain employment verification documentation and coordinate employee information with Payroll, Information Technology, and school administrators. Coordinate annual mandatory training, maintain employee information in training platforms, monitor completion, and communicate outstanding requirements.

Student Tuition and Residency Coordination

Coordinate tuition vouchers, residency documentation, and related family communications. Prepare tuition invoices, review incoming invoices, maintain billing records, and work with Finance to resolve discrepancies. Maintain tuition student information in PowerSchool and assist with enrollment verification and reporting. Refer residency concerns to the Superintendent and coordinate with appropriate staff regarding students experiencing homelessness . Qualifications and Experience

Experience providing administrative support and coordinating projects, records, schedules, and deadlines. Experience in education or a school district administrative office preferred. Experience supporting executive leadership, public boards, human resources, or public-sector operations preferred.

Knowledge, Skills, and Abilities

Strong organizational skills and attention to detail. Ability to manage interruptions, changing priorities, and overlapping deadlines while maintaining accurate work. Sound judgment and discretion when handling confidential personnel, student, and administrative information. Strong written communication, proofreading, and interpersonal skills. Ability to work independently, identify outstanding tasks, and follow assignments through completion. Proficiency with office software, spreadsheets, shared electronic records, and online communication tools. Willingness to learn district systems, including PowerSchool, DocuSign, PublicSchoolWorks, ALICE, and website platforms. Ability to build productive working relationships with colleagues, families, school board members, and community partners.

Employment Information

This is a non-union position paid on an hourly basis. Flexibility in scheduling and assignments is essential to support meetings, annual reporting, elections, and other time-sensitive responsibilities. Employment requires successful completion of required background checks. Full benefits package available

CCSU provides equal employment opportunity and reasonable accommodations for qualified applicants and employees with disabilities.

Requirements

All employees must pass a background check.