Executive Assistant to the Superintendent and Secretary to the BOE

Position	Executive Assistant to the Superintendent and Secretary to the BOE
Building	District Office
Term	12 Month
Position Type	Confidential Staff
License Required	None
Start Date	July 1 2026
Salary Range	$85,000 to $95,000
Benefits	Comprehensive health, dental, and vision insurance   Group term life/ADD insurance   Employee Assistance Program   Educational Support Personnel required contributions to IMRF   Paid leave

 

Position Summary

This position is an executive-level confidential role that provides administrative support for the operation of the Superintendent’s Office. This position also supports the administrative and clerical functions of the School Board. Attendance at community meetings, workshops, and conferences may be required.

 

Qualifications

Three years experience as an administrative assistant for an executive-level corporate or educational cabinet-level administrator or Principal Minimum of two (2) years Post Secondary Education with business education, management training, communications, or public relations courses preferred. BA preferred Advance technology skills, including Google Workplace; knowledge of working with website portals such as BoardBook Premier, a plus Excellent communication skills, both written and oral A demonstrated high level of accuracy, dependability, and organization Must advocate, collaborate, empathize, innovate, adapt, learn, and embrace diversity

 

Reports To

Direct report to Superintendent

 

Essential Duties and Responsibilities

Board of Education Attends all Board of Education meetings; and transports/distributes necessary materials at meetings. Communicates with the Board President to review Board agenda materials prior to the meeting. Records accurate minutes of the meeting and publishes minutes as required by law. Submits approved closed session minutes to the attorney for semi-annual review. Maintains permanent records of the Board; ensures safekeeping and availability for public inspection. Responsible for coordination/creation and distribution of Annual Board Meeting Calendar; coordinates special meetings of the Board. Arranges for security and set-up needs for all Board meetings with the buildings. Prepares, collects, reviews and distributes Board agenda items in a timely manner and in accordance with State law; posts meeting agendas at meeting location and on the website. Creates the webinar livestream for Board meetings and shares final recording in BoardBook. Acts as the local election official; responsible for onboarding new Board members, and ensuring State mandated training.  Assists with the required notification and screening for filling a Board vacancy. Acts as liaison for communications to and from the Board; assists with written communications as required. Acts as a point of contact for the Board’s attorney of record. Assists with distribution and posting of calendars, agendas, and meeting minutes for established Board committees; maintains official records for committees. In partnership with the Board President, manages the Superintendent's annual performance evaluation. Coordinates conference attendance for Board members and arranges accommodations. Communicates and plans for Board member participation at commencement and other school events. Manages school closure protocols due to inclement weather; maintains and updates annually the Emergency School Closing Notebook. Maintains records for donations made to the schools. Maintains confidentiality in handling sensitive matters. Other duties as assigned by the Board.   Superintendent’s Office Prepares written communication on behalf of the Superintendent, including responses to student transfer requests. Coordinates Superintendent attendance at various conference events and arrange accommodations as required; assists with district office administrators attendance at IASB Joint Annual Conference. Coordinates the Superintendent’s calendar, as needed. Prepares and maintains confidential information pertaining to employees, Board members, students, district plans, administrator hiring, etc. Coordinates performance evaluations of Principals and district-level administrators on behalf of the Superintendent. Schedules and coordinates district-level meetings of the Superintendent including union meetings/luncheons, building instructional visitations, as well as cabinet and senior leadership action team meetings. Arranges partner meetings with feeder districts to District 87 at least twice a year. Oversees district compliance with required training for OMA and FOIA for both staff and Board members. Manages short- and long-term projects (examples: district activity pass, holiday acknowledgement, district office team building events, student and staff achievement recognition, etc.). Maintains familiarity with the organizational structure, functions, policies and regulations of the school district as well as educational laws. Oversees the preparation of the Superintendent’s weekly update to the Board. Acts as the district administrator for the ISBE’s data and reporting system (IWAS); manages approval of access requests or revocation and filing submissions. Serves as a liaison between the Superintendent’s office and professional/service organizations as well as local government agencies; completes distribution of information, required forms or surveys as directed. Participates and/or chairs, Glenbard Administrative Support Personnel, and Glenbard Associated School Secretaries (with Feeder Schools) at request of the Superintendent. Order supplies and enrolls in subscriptions or memberships as required by the Superintendent. Collaborates with the Communications team to support communication between the Superintendent and the greater Glenbard community. Serves as lead support for district office events. Available for weekend and evening events when requested by the Superintendent. Performs other duties as assigned by the Superintendent.

 

Knowledge and Skills

Ability to read, analyze & interpret documents such as correspondence, surveys & electronic media.                                                                         Ability to write reports and other professional communications. Ability to present information effectively and to respond to questions from individuals and groups. Ability to establish and maintain effective working relationships with staff & community members. Ability to communicate clearly and concisely, both orally and in written form. Ability to complete mathematical operations and apply concepts of basic mathematics. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to maintain current job skills as directed, especially in technology­-related activities. Ability to perform essential duties with an awareness of school district requirements and Board of Education policies.

 

Physical Demands and Work Environment

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to stand, walk, operate duplicating machines and computer equipment; reach with hands and arms; and will frequently repeat actions with the same hand, arm, or finger motion such as when typing. Collaboration with other staff within District, as well as others, as deemed necessary. Specific vision abilities required by this job include close vision, and the ability to adjust focus.  In addition, the ability to withstand long-­term use of video display terminals (VDT) is required. The employee may occasionally lift up to 30 pounds such as reference books. The noise level in the work environment is usually moderate. The pace of work tasks would be considered as fast. Work is usually conducted at one job site, however, on occasion, this employee will be required to attend meetings, conferences, or workshops and events at other sites as assigned.

 
Interested parties should fill out the online application at District 87 - Employment
Questions may be directed to Josh Chambers, Assistant Superintendent for Human Resources
 
 
The statements in this job description are intended to describe the general nature and level of the work to be performed by (an) individual(s) assigned to this position.  They are not an exhaustive list of all duties and responsibilities related to the position.  This job description will be reviewed periodically as duties and responsibilities change with business necessity and School Board Policy and procedures.  Essential and marginal job functions are subject to modification.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties may be assigned.
Glenbard Township High School District 87 is an Equal Opportunity Employer.  It is the policy and practice of District 87 to decide all matters relating to employment solely on the basis of the applicant’s ability to perform the essential functions of the position.  It shall be the policy of Glenbard Township High School District 87 to hire all staff without discrimination because of race, color, creed, religion, sex, sexual orientation, marital status, national origin or ancestry, age, disability, physical or mental handicap unrelated to ability, or an unfavorable discharge from military service, or citizenship status provided the individual is authorized to work in the United States.