Executive Operations Assistant, Teaching and Learning

The Burlington School District believes a diverse and culturally proficient faculty and staff are pivotal to the creation of a strong learning and working environment that supports student achievement and success. BSD administrators lead inclusive school communities with our vision:Cultivating caring creative and courageous people. - Join the journey.

The Mission of the Burlington School District is to graduate students who:

• Value different cultures;
• Engage with the community;
• Communicate effectively;
• Think creatively;
• Skillfully solve problems; and
• Achieve at their highest academic intellectual and personal potential.

The Burlington School District is seeking a compassionate collaborative and student-centered Occupational Therapist Assistant (OTA) to join our Student Support Services this role you will work alongside our Occupational Therapists and multidisciplinary teams to provide high-quality occupational therapy services that help students access their education achieve their IEP goals and develop the skills needed for success in school and beyond. The position supports students with a wide range of physical sensory developmental and educational needs through direct services consultation adaptive equipment and assistive technology.

The Executive Operations Assistant provides high-level confidential executive operational and project management support to the Executive Director of Teaching Learning and School Leadership and the Department of Teaching and Learning.

The Executive Director oversees district principals district directors and the districts academic program. The Executive Operations Assistant serves as a central coordination point for the department helping organize priorities manage projects and deadlines facilitate communication and ensure that decisions and initiatives move efficiently from planning through completion.

This position requires a high degree of independent judgment discretion initiative organization and follow-through. Consistent with Burlington School Districts commitment to anti-racism and equity the Executive Operations Assistant helps create a professional responsive inclusive and welcoming environment for staff students families and community members.

• Provide primary executive support to the Executive Director and coordinated administrative support to designated Teaching and Learning leaders.
• Strategically manage the Executive Directors calendar including meetings school visits appointments deadlines and competing priorities.
• Anticipate needs organize workflow and address administrative and operational matters within established authority.
• Coordinate meetings travel conferences professional learning leadership retreats and departmental events.
• Prepare agendas presentations reports correspondence meeting materials and other executive-level documents.
• Maintain departmental calendars directories resources webpages and administrative systems as assigned.

• Coordinate and track departmental projects and districtwide initiatives from planning through completion.
• Maintain project timelines action items deliverables and follow-up systems.
• Monitor deadlines and coordinate with responsible staff to keep work moving forward.
• Gather organize and summarize information to support decision-making and implementation.
• Coordinate work across principals curriculum leaders district administrators and other departments.
• Support special projects related to school leadership curriculum instruction professional learning and district priorities.

• Coordinate meetings involving principals district leaders employees families community members and external partners.
• Prepare agendas and supporting materials and ensure participants have the information needed to prepare.
• Attend designated meetings document key decisions and action items and maintain appropriate records.
• Track commitments and follow-up responsibilities resulting from meetings and leadership decisions.
• Communicate information requests deadlines and follow-up on behalf of the Executive Director.
• Serve as a professional and responsive point of contact for the Office of Teaching Learning and School Leadership.

• Maintain strict confidentiality regarding personnel matters student information leadership decisions investigations school operations and other sensitive information.
• Receive and screen correspondence calls and visitors and determine appropriate routing response or escalation.
• Exercise sound judgment when responding to sensitive urgent or complex situations.
• Recognize matters requiring immediate attention from the Executive Director or another administrator.
• Maintain secure and well-organized confidential records and information.

• Support the development monitoring and administration of departmental budgets.
• Prepare and process requisitions purchase orders invoices reimbursements approvals and related financial documentation.
• Monitor expenditures and maintain accurate financial records in accordance with district procedures.
• Maintain efficient recordkeeping document-management and information-retrieval systems.
• Support the development and maintenance of departmental procedures guidance documents and shared resources.
• Provide administrative coordination or work direction to other support staff as assigned.

• Associate or bachelors degree or an equivalent combination of relevant education training and experience.
• At least five years of progressively responsible administrative operational project coordination or executive support experience.
• Experience supporting senior leaders or managing administrative operations within a complex organization.
• Demonstrated ability to manage multiple projects priorities deadlines and stakeholders.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Strong written and verbal communication skills.
• Demonstrated ability to exercise independent judgment discretion professionalism and tact.
• Demonstrated ability to maintain strict confidentiality.
• Proficiency with Google Workspace Microsoft Office spreadsheets presentation software databases scheduling systems and other office technology.
• Experience in a K12 school district public-sector organization or similarly complex environment preferred.

Burlington School District actively seeks candidates from diverse backgrounds and values multilingual skills and experiences that contribute to an inclusive culturally responsive and welcoming environment.

• Executive-level administrative and office-management practices.
• School district and public-sector administrative operations.
• Meeting coordination records management and document preparation.
• Basic budgeting purchasing and financial recordkeeping.
• Data document and information-management systems.
• Confidentiality requirements and professional standards.
• Office technology used for communication scheduling data management presentations and recordkeeping.
• Professional communication and culturally responsive customer-service practices.

• Independently manage complex confidential and time-sensitive administrative work.
• Exercise sound judgment discretion initiative and professionalism.
• Maintain confidentiality of personnel student leadership and operational information.
• Manage multiple priorities projects deadlines and interruptions while maintaining strong follow-through.
• Anticipate needs solve problems and determine when matters require escalation.
• Coordinate calendars meetings events projects and departmental activities.
• Prepare clear and accurate correspondence reports presentations agendas records and meeting documentation.
• Gather organize analyze and summarize information and data.
• Interpret and communicate district policies procedures and administrative information.
• Communicate effectively and build productive relationships with district leaders employees families students community members and external partners.
• Work collaboratively across schools and departments.
• Use office technology administrative systems and project-management tools efficiently and accurately.

• Professional office and school district environment.
• Frequent interaction with administrators employees families community members and the public.
• Work involves regular interruptions competing priorities and time-sensitive matters.
• Occasional meetings or events outside regular working hours may be required.

• Regular use of computers and other office equipment.
• Ability to read and review printed and electronic materials.
• Ability to communicate effectively in person virtually and by telephone.
• Extended periods of sitting and computer work.
• Occasional bending reaching kneeling or crouching to access files materials or equipment.

Perform other related duties and special assignments consistent with the scope and responsibilities of the position as directed by the Executive Director.

Required Experience:

Exec