Executive Secretary – Talent Acquisition and Engagement

Days per Year: 226

Min: $43,392

Mid: $51,456

JOB DESCRIPTION

JOB TITLE: Executive Secretary – Talent Acquisition and Engagement

REPORTS TO: Assistant Superintendent of Talent Acquisition and Engagement

WAGE/HOUR STATUS: Non-Exempt

PAY GRADE: Para 8

PRIMARY PURPOSE:

Provide high-level administrative, operational, and project support to the Assistant Superintendent of Talent Acquisition and Engagement. Coordinate executive schedules, meetings, communications, records, purchasing, events, and departmental deadlines. Support the effective operation of talent acquisition, staffing, employee engagement, leadership development, talent pipeline, and Teacher Incentive Allotment initiatives while maintaining the confidentiality of sensitive employee and organizational information.

All employees of Spring ISD are expected to act with integrity, support organizational goals, communicate clearly and respectfully, champion the needs of students, and drive continuous improvement.

QUALIFICATIONS:

Required:

High school diploma or GED

Five years of progressively responsible administrative support experience

Experience managing calendars, correspondence, records, purchasing processes, and multiple priorities

Preferred:

Sixty or more college hours from an accredited college or university

Experience supporting a senior leader or executive

Administrative experience in human resources, public education, or a related field

Notary Public commission or ability to obtain a commission within six months of employment

Bilingual with demonstrated proficiency in English and Spanish.

SPECIAL KNOWLEDGE/SKILLS:

Knowledge of executive office practices, records management, and administrative procedures

Ability to exercise sound judgment, initiative, discretion, and professionalism

Ability to manage confidential and sensitive employee and organizational information

Strong organizational, project coordination, and time-management skills

Ability to prioritize multiple assignments and meet time-sensitive deadlines with limited supervision

Strong proofreading, editing, written communication, and oral communication skills

Ability to prepare accurate correspondence, presentations, spreadsheets, reports, and meeting materials

Proficiency in Microsoft Office and Google Workspace applications

Ability to learn and use human resources information systems, applicant-tracking systems, document-management platforms, and other District systems

Ability to collect, organize, analyze, and present information accurately

Ability to monitor budgets, process purchasing documents, and maintain accurate financial records

Ability to coordinate meetings, events, travel, and other logistical arrangements

Ability to establish and maintain effective working relationships with employees, applicants, District leaders, Board members, vendors, and community partners

Knowledge of District organization, operations, policies, and procedures

Strong interpersonal and customer service skills

Ability to respond calmly and professionally in a fast-paced environment with frequent interruptions

MAJOR RESPONSIBILITIES AND DUTIES:

Executive Support

Provide executive-level administrative support to the Assistant Superintendent of Talent Acquisition and Engagement and administrative and operational support to the directors and managers who report to the Assistant Superintendent.

Manage the Assistant Superintendent’s calendar, appointments, meetings, travel, and daily schedule.

Coordinate calendars, meetings, travel, correspondence, reports, and other administrative needs for assigned directors and managers.

Screen and prioritize telephone calls, correspondence, meeting requests, and visitors.

Anticipate scheduling conflicts, deadlines, and operational needs and take appropriate action to support timely resolution.

Draft, proofread, edit, format, and distribute correspondence, memoranda, reports, presentations, agendas, and other materials for the Assistant Superintendent and assigned directors and managers.

Prepare meeting agendas and supporting documents, record meeting notes when requested, and track follow-up items through completion.

Maintain an organized system for monitoring assignments, projects, decisions, deadlines, and requested responses across the Talent Acquisition and Engagement team.

Assist with the preparation and timely submission of Board agenda materials, executive reports, departmental reports, and other time-sensitive documents.

Coordinate travel arrangements, registrations, itineraries, reimbursements, and related documentation for the Assistant Superintendent and assigned directors and managers.

Provide additional administrative support to the Talent Acquisition and Engagement team based on priorities established by the Assistant Superintendent.

Department Operations and Project Coordination

Support the Assistant Superintendent, directors, and managers in coordinating and tracking talent acquisition, staffing, employee engagement, leadership development, talent pipeline, and Teacher Incentive Allotment projects.

Maintain departmental calendars and communicate key dates, deadlines, events, and required actions to appropriate stakeholders.

Collect, organize, verify, and format data for staffing reports, recruitment updates, program reports, presentations, needs assessments, and other departmental purposes.

Monitor project timelines and follow up with directors, managers, and other responsible staff members regarding outstanding information, deliverables, approvals, and deadlines.

Assist with the preparation and distribution of recruitment, onboarding, orientation, employee engagement, leadership development, and program materials.

Coordinate meetings, training sessions, recruitment events, orientations, interviews, and other departmental activities, including facilities, technology, materials, catering, and participant communications.

Support communications and logistical arrangements with colleges, universities, educator preparation programs, professional associations, vendors, and other District partners.

Maintain accurate contact lists, distribution lists, event records, participation records, and other departmental documentation.

Respond to routine inquiries and direct employees, applicants, campus leaders, and external stakeholders to the appropriate director, manager, department, or staff member.

Budget and Purchasing Support

Prepare requisitions, purchase orders, contracts, invoices, reimbursements, and other purchasing documents for the Assistant Superintendent and assigned directors and managers in accordance with District procedures.

Monitor departmental and program expenditures and maintain accurate budget records.

Track contracts, purchases, payments, renewals, and budget deadlines and notify the appropriate director, manager, or staff member of needed action.

Obtain vendor quotes, confirm pricing and availability, and coordinate the timely delivery of goods and services.

Maintain organized records of purchases, contracts, invoices, and supporting documentation.

Order and maintain departmental supplies, equipment, and materials.

Records and Confidentiality

Establish and maintain accurate electronic and paper filing systems for the Assistant Superintendent and assigned directors and managers, including departmental records, correspondence, reports, contracts, and program documentation.

Assist with the collection, maintenance, retention, and disposition of records in accordance with District procedures and applicable records-retention requirements.

Protect the confidentiality of applicant, employee, staffing, certification, compensation, Teacher Incentive Allotment, and other sensitive information.

Exercise discretion when responding to inquiries and handling documents involving personnel or organizational matters.

Compile, maintain, and file required reports, records, and supporting documentation.

Other

Provide courteous, responsive, and professional service to internal and external customers.

Maintain professional and technical knowledge by attending appropriate training and reviewing relevant resources.

Follow District safety protocols and emergency procedures.

Perform all other duties as assigned.

WORKING CONDITIONS:

The usual and customary methods of performing the job’s functions require prolonged sitting and use of a computer; frequent standing, walking, reaching, bending, and repetitive hand motions; and occasional lifting, carrying, pushing, or pulling. Work is performed in a fast-paced environment with frequent interruptions, changing priorities, and time-sensitive deadlines. The position requires sustained attention to detail, sound judgment, discretion, and the ability to maintain emotional control under stress. Occasional extended work hours and travel within the District may be required.