Overview
Administrative Assistant Jobs in Hayward, CA at Infrared Industries
JobID: 5735
Position Type:
Administration – Non Certified/Assistant to Superintendent
Date Posted:
5/5/2025
Location:
District Office
We strongly believe that diversity of experience contributes to a broader collective perspective that will consistently lead to a better school system and better results for all students. We are working hard to increase the diversity of our team wherever we can and we actively encourage everyone to consider becoming a part of it.
Position Title: Executive Assistant to the Superintendent and School Board School District 197 – West St. Paul–Mendota Heights–Eagan
Position Type: 12-month, full-time (8 hours/day) Occasional evening work is required
Salary Range: 89,000-91,000
Overview:
School District 197 is seeking a highly skilled and experienced Executive Assistant to support the Superintendent and the School Board. This is a critical leadership support role that ensures the efficient and professional operation of the Superintendent’s Office, facilitates School Board governance, and provides high-level administrative services involving considerable discretion, diplomacy, and organizational excellence.
Key Responsibilities:
Leadership & Administrative Support
Serve as the Superintendent’s trusted partner in managing the daily operations of the district office.
Anticipate and facilitate the resolution of issues and inquiries from staff, families, and the community.
Provide confidential support regarding negotiations, personnel, and district operations.
Represent the Superintendent and Board when appropriate, including acting as liaison in the Superintendent’s absence.
School Board Support
Organize and prepare all School Board meeting materials using a digital management platform, aligned with Minnesota statutes and board policy.
Attend all School Board meetings; take and publish minutes and resolutions.
Maintain board documents, policies, and records; oversee updates to the Policy Manual.
Provide orientation and administrative support to current and incoming board members.
Superintendent Scheduling & Communication
Manage the Superintendent’s calendar, appointments, and correspondence.
Compile, prioritize, and respond to emails, phone calls, and mail.
Coordinate internal leadership meetings; attend and record notes as requested.
Lead special projects and manage conference travel and registration for the Superintendent.
District Elections
Serve as the district’s election liaison with the State of Minnesota, Dakota County, and local municipalities.
Coordinate all legal filings, notifications, and logistics for School Board and referendum elections.
District Office Operations
Support district-level leaders with administrative tasks and scheduling.
Monitor office budgets and purchasing card activity.
Oversee office logistics, including conference room scheduling, supply management, and equipment coordination.
Provide backup support to reception and act as the primary resource for district office staff and visitors.
Qualifications:
Required:
Minimum of 6 years of administrative or executive support experience.
Bachelor’s degree
Preferred:
Experience working in K–12 public education or government.
Administrative experience includes being the primary administrative assistant to a school or district administrator in a MN school district.
Notary Public in the State of Minnesota (or willingness to obtain).
Skills & Attributes:
Excellent verbal and written communication skills.
Exceptional organizational ability; able to manage multiple priorities with accuracy and efficiency.
Proficiency with Google Workspace, Adobe Acrobat Pro, and online platforms (including Artificial Intelligence tools).
Deep understanding of data privacy, confidentiality, and professional discretion.
Knowledge of Minnesota Open Meeting Law, board governance, and parliamentary procedure (Robert’s Rules of Order).
Collaborative, calm under pressure, and solutions-oriented.
Ability to work independently with minimal supervision.
Growth mindset and commitment to equity and service.
Show more
Title: Administrative Assistant
Company: Infrared Industries
Location: Hayward, CA
