Executive Assistant to the Superintendent & Board of Education / Human Resources Coordinator

SOUTH LAKE

Saint Clair Shores, MI Job Details Full-time $55,947 - $61,481 a year 6 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Qualifications Meeting minutes School experience Confidential information handling Community outreach organization experience Phone communication Customer service Spreadsheets Content writing Student database management ATS Meeting transcription Student information system Executive administrative support Collaboration with board members Microsoft Office Data summary reports High school diploma or GED Meeting facilitation Working as an executive assistant Business Administration Office management Community relationship building Associate's degree Resume management software Document management systems Board relations Full Job Description

SOUTH LAKE SCHOOLS

Executive Assistant to the Superintendent and Board of Education/Human Resources Coordinator At South Lake Schools, we believe great schools are built through strong relationships. Together with our community, we create an engaging and supportive environment where students thrive and staff feel valued and connected. Located in St. Clair Shores along Lake St. Clair, South Lake Schools offers a collaborative work environment and opportunities to make a meaningful impact on students, staff, and families.

Position Summary:

The Executive Assistant to the Superintendent and Board of Education/Human Resources Coordinator provides confidential, high-level administrative, Board governance, and human resources support to the Superintendent and District. This position manages the daily operations of the Superintendent's Office; coordinates Board of Education meetings, records, and communications; supports recruitment, onboarding, personnel records, compliance activities, and required reporting; and serves as a liaison among District leadership, employees, families, community members, and outside agencies. The employee exercises independent judgment, maintains confidentiality, manages multiple priorities, and ensures accurate, timely completion of assigned responsibilities.

Minimum Qualifications:

High school diploma or equivalent required. Associate degree in business administration, human resources, public administration, communications, or related field preferred. Minimum three years of administrative support experience, preferably in education, government, human resources, or executive administration. Ability to maintain confidentiality and exercise professional judgment. Proficiency with Microsoft 365, databases, spreadsheets, presentations, email, calendars, and electronic document systems. Strong organizational, communication, proofreading, customer service, and record-keeping skills. Ability to prepare correspondence, reports, minutes, Board materials, and other official documents. Ability to learn District systems, including payroll, HR, finance, student information, Board governance, reporting, and applicant tracking systems. Ability to manage multiple assignments and meet deadlines independently. Ability to accurately prepare official Board minutes and records. Ability to work effectively with Board members, employees, applicants, families, and community stakeholders. Ability to attend evening Board meetings and occasional events outside normal work hours. Ability to maintain required clearances and system authorizations. Willingness to become a Notary Public. Equivalent combinations of education, training, and experience may be considered.

Reports To:

Superintendent Performance Duties and Essential Functions:

Executive Support and Central Office Administration Provide confidential administrative support to the Superintendent and, as assigned, the leadership team. Manage calendars, appointments, correspondence, meetings, travel arrangements, deadlines, and special projects. Review incoming communications and direct inquiries appropriately. Serve as a liaison among District administrators, employees, families, community members, agencies, and partner organizations. Draft, edit, proofread, and distribute correspondence, reports, presentations, memoranda, agendas, and other official documents. Research and compile information for reports, meetings, and administrative decisions. Coordinate meetings, workshops, events, and other District functions, including facilities, logistics, technology, and materials. Maintain office procedures, calendars, tracking systems, inventories, and records. Monitor assignments and follow-up items on behalf of the Superintendent. Support general central office operations and provide backup assistance when needed.

Board of Education Support and Governance:

Provide administrative support to the Board of Education and serve as liaison among Board members, the Superintendent, legal counsel, administrators, and the public. Coordinate agendas, Board packets, supporting documentation, resolutions, reports, notices, and communications. Manage the District's electronic Board governance platform and Board records. Prepare and post agendas, minutes, notices, and public documents in compliance with applicable legal requirements and Board policies. Attend Board meetings and serve as recording secretary. Prepare accurate minutes documenting attendance, motions, resolutions, votes, and Board actions. Maintain official Board records and archives. Coordinate Board member communications, orientation, training, travel, registrations, recognition activities, and special events. Assist with Board elections, appointments, hearings, vacancies, and related governance activities. Maintain the annual Board calendar and coordinate meeting logistics.

Human Resources Coordination:

Provide confidential administrative support related to personnel functions. Coordinate recruitment activities, job postings, applicant communications, interviews, and hiring documentation. Maintain employment applications, recruitment records, and applicant tracking systems. Coordinate onboarding and offboarding processes, including employment forms, eligibility verification, fingerprinting, background checks, orientation materials, and separation documentation. Maintain employee information within District HR, payroll, finance, and student information systems. Prepare employment recommendations, personnel reports, contracts, employment notices, and Board agenda items. Maintain personnel records, including contracts, evaluations, certifications, assignments, tenure records, professional development documentation, grievances, and leave records. Process employee status changes including assignments, compensation adjustments, transfers, resignations, retirements, leaves of absence, and terminations. Coordinate substitute and contracted employee documentation. Track certifications, permits, endorsements, licenses, and required training. Support administration of leaves, including FMLA and other approved leave programs. Assist with labor relations documentation, collective bargaining support materials, grievance records, and seniority lists. Maintain compliance-related records, including SafeSchools training, background checks, and required regulatory documentation. Provide procedural guidance to applicants and employees while referring policy and benefit questions to appropriate administrators.

Reporting, Compliance, and Records Management:

Coordinate the preparation and submission of state and federal reports, including personnel reporting requirements. Maintain accurate employment, credential, vacancy, assignment, demographic, and professional development records. Collaborate with administrators, payroll staff, MISD personnel, and outside agencies regarding reporting requirements and data accuracy.

Support recordkeeping requirements related to:

Freedom of Information Act (FOIA) requests Family and Medical Leave Act (FMLA) Equal Employment Opportunity reporting Affordable Care Act reporting Employee accommodations Audits and investigations Litigation holds Labor relations matters Other state and federal compliance requirements Establish, maintain, archive, and dispose of records in accordance with District policy and legal requirements. Protect confidential personnel, student, Board, legal, and investigative records. Maintain databases, tracking systems, forms, templates, calendars, and administrative records. Remain current regarding Board policies, employment regulations, reporting requirements, and records-retention standards. Attend professional development and training related to human resources, compliance, and reporting responsibilities. Document procedures and recurring responsibilities to support operational continuity.

Communications and Community Relations:

Communicate professionally and courteously with employees, applicants, families, community members, vendors, Board members, legal counsel, and governmental agencies. Coordinate Superintendent and Board communications through newsletters, email, website postings, and approved communication platforms. Assist with preparation of the annual Back-to-School Newsletter. Support emergency notifications, school closures, delays, meeting changes, and other time-sensitive communications. Prepare and review publications, notices, presentations, newsletters, and website content for accuracy, readability, accessibility, and consistency. Exercise professionalism and discretion when responding to complaints, concerns, media inquiries, and sensitive matters. Refer official statements, policy interpretations, and legal matters to the Superintendent or designated administrator.

Other Responsibilities:

Maintain strict confidentiality regarding employee, student, Board, legal, medical, and personnel information. Comply with Board policies, collective bargaining agreements, records-retention requirements, and applicable federal and state laws. Participate in required training and maintain job-related knowledge and skills. Perform other duties consistent with the scope of the position as assigned by the Superintendent.

Employment Conditions:

Employees shall remain free from alcohol or non-prescribed controlled substance abuse while performing District duties. Employees shall comply with all Board policies and applicable federal and state laws, including ADA, Section 504, and non-discrimination requirements. Additional duties may be assigned by the Superintendent or designee. Terms of Employment 12-Month Contract 8.5 Hours Per Day (including 30-minute unpaid lunch) Base Salary Range $55,947 - $61,481

ADA Requirements and Physical Demands:

South Lake Schools provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law. The employee must be able to: Communicate effectively in person, by phone, in writing, and electronically. Read, review, prepare, and maintain detailed records and documents. Sustain attention to detail while managing multiple deadlines and interruptions. Operate computers, telephones, audiovisual equipment, and standard office technology. Sit, stand, walk, and move throughout District facilities and meeting locations. Occasionally bend, reach, stoop, kneel, lift, carry, and organize files, meeting materials, and office supplies. Attend evening meetings, special events, hearings, and other activities outside the regular workday.

Work Environment:

Work is performed primarily in a professional office and public meeting environment with occasional travel to District facilities and other locations. The position involves extensive use of technology, frequent interaction with employees and community stakeholders, competing priorities, and strict deadlines. The employee regularly handles confidential and sensitive information and may occasionally encounter challenging or time-sensitive situations requiring discretion, professionalism, and sound judgment. Attendance at evening Board meetings and occasional training sessions, hearings, and community events is required. South Lake Schools is committed to maintaining a learning and working environment free from discrimination and harassment and to providing equal employment opportunities in all aspects of employment. The District prohibits discrimination based on race, color, national origin, religion, sex, marital status, genetic information, height, weight, sexual orientation, disability, age, or any other protected classification under applicable law. For additional information, contact the Superintendent or Director of Special Services, 23101 Stadium Blvd., St. Clair Shores, MI 48080, (586) 435-1600.

Pay:

$55,947.00 - $61,481.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Education:

High school or equivalent (Required)

Work Location:

In person