Overview
Secretary – Hoover Elementary School (2025-2026) Jobs in Medford, OR at Medford School District, 549C
Location: Novi, MI office – but will also have some ability to be remote
Job Type: Full-Time
Reports To: Chief Executive Officer (CEO)
Travel Requirements: Occasional domestic/international travel may be required
Position Summary
We are seeking an exceptionally organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to our CEO. This role requires a strategic thinker with a strong attention to detail, discretion, and the ability to thrive in a fast-paced environment. The ideal candidate will manage complex scheduling, coordinate extensive travel arrangements, facilitate seamless communication, and act as a trusted liaison between the CEO and internal/external stakeholders.
Key Responsibilities
Calendar & Meeting Management
Manage and optimize the CEO’s complex and dynamic calendar, including scheduling high-priority meetings across multiple time zones.
Proactively anticipate and resolve scheduling conflicts and ensure all meeting logistics (agendas, materials, attendee coordination, briefing documents) are in place.
Monitor meeting follow-ups and track action items to ensure timely completion.
Travel Coordination
Plan and execute end-to-end travel arrangements including flights, accommodations, ground transportation, itineraries, and visa requirements.
Prepare detailed travel agendas and manage any changes or disruptions with agility and professionalism.
Coordinate with global teams to ensure local support and logistics are in place.
Executive Support
Provide high-level administrative support including expense reporting, document preparation, email and communication management.
Serve as a gatekeeper and handle confidential information with the utmost discretion.
Represent the CEO professionally in written and verbal communications.
Stakeholder Liaison
Act as a point of contact between the CEO and internal departments, board members, partners, clients, and external vendors.
Support board and leadership team communications and meeting preparations, including taking minutes and preparing presentation materials.
Project Support
Assist with strategic initiatives and special projects as delegated by the CEO.
Conduct research, compile data, and prepare reports or presentations to support decision-making.
Coordinate internal and external events hosted or attended by the CEO.
Qualifications
5+ years of experience supporting C-level executives in a fast-paced, high-growth, or global organization.
Proven track record managing complex calendars and extensive travel schedules.
Exceptional organizational and time-management skills.
Superior communication skills, both verbal and written.
Strong proficiency in Microsoft Office Suite, Microsoft Teams, and other modern collaboration tools (e.g., Slack, Notion, Trello).
High emotional intelligence, sound judgment, and ability to maintain confidentiality.
Bachelor’s degree preferred; equivalent work experience accepted.
Key Attributes
Proactive & Anticipatory: Thinks several steps ahead to prevent issues and ensure readiness.
Adaptable & Resilient: Comfortable with change, ambiguity, and fast-moving priorities.
Detail-Oriented: Committed to excellence in all aspects of work.
Discreet & Trustworthy: Handles sensitive information with integrity.
Relationship Builder: Strong interpersonal skills to work with diverse stakeholders.
Compensation & Benefits
Competitive salary
Comprehensive health, dental, and vision insurance
Generous PTO and flexible work options
Opportunities for professional development
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Title: Secretary – Hoover Elementary School (2025-2026)
Company: Medford School District, 549C
Location: Medford, OR
