Executive Support Specialist

Executive Support Specialist

SUPERINTENDENT

- Saginaw, Michigan

REPORTS TO

Chief of Staff

GENERAL SUMMARY OF POSITION

The Executive Assistant to the Executive Leadership Team provides comprehensive executive administrative, operational, and strategic support across multiple leadership portfolios. This role serves as a central coordination point for Executive Leadership Team operations, ensuring alignment, organization, and effective execution of priorities across departments. Responsibilities include managing executive workflow, coordinating cross-departmental efforts, supporting high-level communication and materials, and ensuring consistent follow-through on organizational priorities. The position also serves as the first point of contact for the Central Campus Administrative Offices, overseeing front desk operations and ensuring a professional and responsive experience for all visitors and inquiries. The role requires regular access to and management of highly confidential, sensitive, and legally protected information, including personnel matters, labor relations, compliance procedures, and executive decision-making processes. It demands a high level of discretion, sound judgment, initiative, and the ability to manage complex and competing priorities while maintaining the highest standards of professionalism and confidentiality. Essential Duties and Responsibilities Executive Administrative Leadership Provide high-level executive support to assigned Executive Leadership across departments. Manage and coordinate complex calendars aligned to departmental and organizational priorities. Anticipate scheduling conflicts and proactively adjust to protect leadership focus. Coordinate daily workflow, communications, and executive priorities across multiple leaders. Serve as a liaison between Executive Directors, departments, and external partners. Prepare executive-level materials, including presentations, reports, briefings, and correspondence. Support meeting preparation, including agendas, background materials, and follow-up documentation. Attend meetings as requested to document action steps and ensure follow-through. Track executive deliverables, commitments, and timelines to ensure accountability. Maintain continuity of operations across supported departments during leadership absences. Confidential Executive Operations & Decision Support Manage and maintain highly confidential information related to: Personnel matters and employee relations Labor negotiations and collective bargaining processes Compliance, staff investigations, and legal matters Executive leadership deliberations and strategic decisions Prepare and handle sensitive documents, reports, and correspondence with a high degree of discretion and accuracy. Support executive leadership in the coordination and documentation of confidential meetings and decision-making processes. Exercise independent judgment in handling information that requires strict confidentiality and limited access. Ensure all confidential records are maintained, secured, and managed in accordance with legal and organizational requirements. Serve as a trusted executive partner in managing information that cannot be broadly distributed or supported through general administrative roles. Support compliance-related documentation, communication, and coordination for all departments. Maintain and organize confidential personnel and compliance records for all departments. Support recruitment and hiring processes, including: Job postings and applicant tracking Interview scheduling and material preparation Candidate communication and follow-up Coordinate onboarding logistics and employee engagement activities. Ensure alignment with district procedures, collective bargaining agreements, and compliance requirements. Executive Operations & Cross-Department Coordination Coordinate and align executive-level work across departments, ensuring clear communication, consistency, and follow-through. Track cross-functional projects and strategic initiatives, maintaining visibility on progress, timelines, and accountability. Maintain organized systems to support executive workflow, document management, and priority tracking. Support internal processes, including contract routing, grant documentation, and approval workflows. Executive Materials, Communication & Quality Control Develop, synthesize, and refine executive-level materials, including presentations, reports, and communications. Ensure all materials reflect a high standard of quality, accuracy, and alignment with leadership direction. Compile information from multiple departments into cohesive, decision-ready formats. Support internal and external communications on behalf of Executive Directors. Operational & Administrative Systems Support Coordinate meetings, events, and leadership engagements across departments. Manage travel, logistics, and reimbursements for Executive Directors. Support financial and operational processes, including purchase orders, invoices, and budget tracking. Coordinate vendor documentation, service agreements, and related operational systems. Organizational Culture & Professional Standards Serves as the first point of contact for the Central Campus Administrative Offices, managing front desk operations and ensuring a professional, responsive experience for all visitors and inquiries. Model professionalism, discretion, and executive presence. Demonstrate initiative, sound judgment, and problem-solving skills. Maintain exceptional attention to detail and accuracy. Foster strong, collaborative relationships across departments and stakeholders. Support a culture of service, alignment, and continuous improvement. Promote consistency and high standards across administrative systems within departments. Additional Responsibilities Perform other duties as assigned. Minimum Qualifications Coursework completed in business administration, public administration, education, or related field. Associates preferred. Executive-level administrative experience, preferred. Experience in a K-12 school district, ISD, or public-sector environment, preferred. Demonstrated experience managing complex executive workflows and calendars. Strong written and verbal communication skills. High proficiency in Microsoft Office, Google Workspace, Basecamp, Canva, and other digital project management systems. Demonstrate a self-starting approach by independently identifying needs, anticipating challenges, and implementing effective solutions to support executive and organizational priorities. Ability to manage multiple priorities with strong attention to detail. Demonstrated discretion and ability to handle confidential information. Knowledge, Skills, and Abilities Demonstrate a self-starting approach by independently identifying needs, anticipating challenges, and implementing effective solutions to support executive and organizational priorities. Exceptional organizational and time-management skills. Strong executive functioning and prioritization. Advanced writing, editing, and communication skills. Ability to anticipate needs and act proactively. Strong interpersonal and relationship-building skills. Ability to work independently and collaboratively. High attention to detail and accuracy. Ability to manage competing deadlines in a fast-paced environment.

NOTICE OF NONDISCRIMINATION

Saginaw Intermediate School District does not discriminate on the basis of race, color, religion, sexual orientation, gender and gender identity, disability, age, or national origin in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies: