Executive Assistant to the Chief Operating Officer

at  Lansing School District

The Lansing School District serves over 10,000 PreK-12 students across 25 school buildings in the increasingly diverse urban community of Lansing, MI. We are unique compared to other districts because of the wide variety of exciting and innovative educational options from which families and staff members can choose. All of Lansing School District’s team members are dedicated to our mission to provide an excellent education to all students in a safe and nurturing environment.
The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative support to the COO, ensuring efficient and effective operations across various departments, including Operations, Facilities, Transportation, Communications, Food Services, Human Resources, and Bond and construction projects. This role demands exceptional organizational skills, confidentiality, and the ability to handle multiple priorities in a fast-paced environment.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business Administration, Public Administration, or a related field preferred.
• Minimum of 5 years of experience as an executive assistant or in a similar administrative role.
• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills, with attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and experience with office management software.
• High level of discretion and confidentiality in handling sensitive information.

PREFERRED QUALIFICATIONS

• Experience working in an educational or public sector environment.
• Project management experience or certification.
• Knowledge of school district operations and administrative procedures.

RESPONSIBILITIES - ADMIN SUPPORT

• Manage the COO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize meeting agendas, materials, and presentations.
• Draft, proofread, and edit correspondence, reports, and other documents on behalf of the COO.
• Handle incoming calls, emails, and other communications, directing them to appropriate parties or responding on behalf of the COO.

RESPONSIBILITIES - COORDINATION AND LIAISON

• Serve as a primary point of contact between the COO and internal departments, staff, and external stakeholders.
• Coordinate and facilitate communication among departments overseen by the COO to ensure alignment and efficient operations.
• Assist in the preparation and follow-up of meetings, ensuring timely dissemination of information and action items.

RESPONSIBILITIES - PROJECT MANAGEMENT

• Assist in managing special projects and initiatives led by the COO, including bond and construction projects.
• Track project milestones, deadlines, and deliverables, providing regular updates to the COO.
• Conduct research and compile data to support project planning and decision-making.

RESPONSIBILITIES - EVENT PLANNING

• Plan and coordinate events, meetings, and conferences for the COO, including logistics, catering, and materials.
• Assist in organizing district-wide events and activities, ensuring smooth execution and adherence to timelines.

RESPONSIBILITIES - DOCUMENTATION & RECORD KEEPING

• Maintain confidential files and records, ensuring proper organization and security.
• Prepare and maintain accurate records of meetings, decisions, and actions taken by the COO.
• Ensure compliance with district policies and procedures regarding document management and retention.
  This job description is intended to outline the general responsibilities and qualifications for the position of Executive Assistant to the Chief Operating Officer. It is not an exhaustive list of duties, and the Lansing School District reserves the right to modify job responsibilities as needed.
  At Lansing School District, we champion diversity, equity, and inclusion, providing equal opportunities to all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, or sexual orientation. We foster a rich environment for professional growth and student experiences by valuing diverse perspectives. As an equal opportunity employer, we invite passionate individuals dedicated to educational excellence to apply for our positions.
  We value internal mobility and list “Strong Internal Candidate” when considering an internal candidate before posting a job. We still encourage all candidates to apply.
  Complete the attached online application at your earliest convenience. If selected, we will contact you to set up an interview. While we strive to provide prompt feedback, the high volume of applicants may limit our ability to do so. All of our jobs will be posted for at least 10 days (unless otherwise noted), but we will review applications on a rolling basis.
  External candidates interested in multiple positions within the same department need only apply to one posting and can indicate other roles of interest in the final question. We will consider your application for various roles based on your qualifications.
  Internal candidates should apply using their SSO email address and submit separate applications for each role of interest.
  Thank you for your interest in joining our mission-driven team. We look forward to meeting you!
  This job description is intended to outline the general responsibilities and qualifications for the position. It is not an exhaustive list of duties, and the Lansing School District reserves the right to modify job responsibilities as needed. Due to the evolving needs of the District, additional job responsibilities may be assigned (depending on funding sources)