2026-27 Executive Assistant to SEO of Equity, Strategy and Innovation and SEO of Human Resources

2026-27 Executive Assistant to SEO of Equity, Strategy and Innovation and SEO of Human Resources

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Job ID

1023249

Location

010 - Colborne Admin Offices

Full/Part Time

Regular/Temporary

Regular

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General Information

Saint Paul Public schools is looking for someone to support the Senior Executive Offer of Equity, Strategy and Innovation as well as the Senior Executive Officer of Human Resources. This is a year-round position we are looking to fill in 2-4 weeks.

This posting will remain open until filled.

Position SummaryProvides comprehensive executive, administrative, operational, analytical, and project support to the Senior Executive Officer of Equity, Strategy and Innovation and the Senior Executive Human Resources Officer. Coordinates complex schedules, communications, meetings, projects, records, reports, and administrative functions while providing data and budget analysis to support executive decision-making. Serves as a liaison with District departments, employees, community members, external agencies, and other stakeholders; exercises independent judgment in prioritizing requests, resolving issues, and coordinating follow-up. Requires extensive knowledge of District operations, policies, and procedures and a high level of professionalism, discretion, confidentiality, initiative, and organizational skill.

Reporting Relationship

Reports to the Senior Executive Officer (SEO) of Human Resources and the Senior Executive Officer (SEO) of Equity, Strategy and Innovation.

Minimum Qualifications¿ Bachelor's degree; and ¿ Three years of progressively responsible administrative, executive support, program support, or related professional experience; OR equivalent combination of education, training and experience.¿ Demonstrated experience providing administrative support to senior-level administrators or leaders in a complex organization.¿ Demonstrated proficiency with Microsoft Office Suite or comparable productivity applications, including word processing, spreadsheets, presentations, email, and calendaring.¿ Demonstrated experience managing multiple priorities, coordinating schedules and meetings, and meeting established deadlines.¿ Demonstrated experience preparing professional correspondence, reports, presentations, spreadsheets, and other business documents.¿ Demonstrated experience handling confidential or sensitive information with discretion a large urban school district, public-sector, governmental, educational, or similarly complex organization and appropriate judgment.¿ Demonstrated ability to communicate effectively, both orally and in writing.

Preferred Qualifications¿ Five or more years of progressively responsible administrative or executive support experience, including experience supporting cabinet-level, executive, or senior organizational leaders.¿ Experience supporting two or more senior executives with competing priorities and complex schedules.¿ Experience with budget monitoring, bookkeeping, financial reporting, or data analysis.¿ Experience conducting research and preparing analytical reports, executive briefings, recommendations, or presentations.¿ Experience coordinating or managing projects involving multiple departments or stakeholders.¿ Experience supporting Board of Education, governing body, public meeting, or executive leadership processes.¿ Experience with District or enterprise systems, databases, data reporting tools, or business intelligence applications.¿ Experience working with human resources, equity, strategic planning, or organizational initiatives.

Responsibilities

The essential functions include, but are not limited to, the following fundamental duties:

Provide Executive Support¿ Provide comprehensive administrative and operational support to the Senior Executive Officer of Equity, Strategy and Innovation and Senior Executive Officer of Human Resources.¿ Anticipate the needs of the assigned executives and proactively organize information, materials, schedules, and follow-up activities necessary to support effective decision-making.¿ Maintain awareness of District priorities, organizational initiatives, emerging issues, deadlines, and executive commitments and proactively identify matters requiring attention.¿ Prepare the SEOs for meetings, presentations, appointments, public engagements, and other activities by assembling agendas, briefing materials, background information, reports, talking points, and other necessary documents.¿ Track executive commitments, action items, deadlines, and follow-up responsibilities and communicate status as appropriate.¿ Monitor and coordinate completion of assignments delegated by the assigned executives.¿ Provide continuity of administrative support across the executive offices and coordinate coverage during periods of absence or high workload.

Manage Executive Schedules and Priorities¿ Manage and coordinate complex calendars and schedules including appointments, meetings, conferences, presentations, community engagements, and other commitments.¿ Apply sound judgment in scheduling and sequencing activities based on organizational priorities, deadlines, competing demands, and emerging issues.¿ Reorganize schedules and coordinate changes when urgent matters, crises, or changing priorities arise.¿ Coordinate internal and external meetings involving senior administrators, Board members, community partners, government agencies, labor representatives, and other stakeholders, as appropriate.¿ Coordinate leadership team and division staff meetings, including scheduling, agendas, materials, logistics, and follow-up.¿ Identify scheduling conflicts and recommend alternatives to maximize executive effectiveness.¿ Coordinate travel arrangements, itineraries, registrations, accommodations, and related logistical needs when requested.¿ Reconcile P-Card transactions and supporting documentation for assigned SEO expenses in accordance with District requirements.

Coordinate Executive Communications¿ Serve as a primary point of contact for the assigned SEOs and triage incoming communications, requests, concerns, and inquiries.¿ Review and prioritize voicemail, email, correspondence, and other communications requiring executive attention.¿ Determine which matters require immediate attention, which can be resolved administratively, and which should be referred to another administrator or department.¿ Draft correspondence, responses, talking points, memoranda, announcements, and other communications for review or approval by the appropriate executive.¿ Respond to routine inquiries on behalf of the assigned executives within established authority.¿ Conduct follow-up calls and communications to obtain information, resolve routine issues, and ensure completion of requested actions.¿ Coordinate responses to inquiries from employees, families, community members, elected officials, agencies, organizations, and other stakeholders.¿ Ensure communications are accurate, timely, professional, accessible, and consistent with District expectations.

Serve as an Executive Liaison¿ Serve as a liaison between the assigned executives and District departments, schools, administrators, employees, community organizations, government agencies, consultants, and other external partners.¿ Facilitate the exchange of information and coordinate responses among departments and stakeholders.¿ Explain or communicate District processes, procedures, and administrative requirements within the scope of assigned responsibilities.¿ Direct individuals and organizations to the appropriate District department or administrator when matters fall outside the authority of the executive office.¿ Develop and maintain effective working relationships across organizational levels while exercising appropriate discretion and professional boundaries.

Perform Budget and Data Analysis¿ Gather, compile, organize, verify, and analyze financial, operational, human resources, educational, and other District data to support executive decision-making.¿ Develop reports, summaries, dashboards, briefing documents, and recommendations based on available data.¿ Analyze data from District systems and other sources, such as Campus, Viewpoint, HR systems, accountability systems, and financial systems.¿ Review accountability and operational data reports and prepare executive briefs highlighting significant information, trends, issues, and areas requiring attention.¿ Work with the appropriate executive and leadership teams to identify data needs and determine appropriate sources and methods for obtaining information.¿ Identify trends, emerging issues, gaps, and future information needs and coordinate with appropriate departments to obtain additional data.¿ Participate in research projects involving the collection, compilation, computation, verification, and analysis of District or educational data.¿ Prepare narrative and statistical reports, charts, tables, visual presentations, and other materials for executive and leadership use.¿ Coordinate with other divisions and departments to gather and validate information.¿ Support contacts with other District departments and outside agencies to facilitate the gathering and exchange of information.¿ Review and monitor designated budgets and coordinate with the Finance Office to obtain budget summaries, expenditure information, projections, and other financial reports.¿ Identify budget trends or issues and provide information to the appropriate executive for review and action.

Prepare Executive Documents and Presentations¿ Develop and format executive-level presentations, PowerPoint presentations, reports, briefing documents, spreadsheets, talking points, agendas, and correspondence.¿ Compile information from multiple sources and synthesize it into concise, accurate, and usable executive briefing materials.¿ Proofread and edit documents for accuracy, clarity, consistency, grammar, formatting, and professional presentation.¿ Prepare materials for leadership meetings, Board of Education meetings, public meetings, community engagements, and other executive activities.¿ Maintain templates, standardized materials, and organizational resources used by the executive offices.

Coordinate Meetings and Leadership Activities¿ Coordinate meetings for respective leadership teams.¿ Develop or coordinate meeting agendas in consultation with the appropriate SEO.¿ Gather, organize, and distribute meeting materials.¿ Attend meetings as assigned, document decisions and action items, and coordinate follow-up.¿ Maintain action-item and decision logs when appropriate.¿ Monitor deadlines resulting from meetings and communicate outstanding items to responsible individuals.¿ Coordinate executive retreats, planning sessions, leadership meetings, workshops, conferences, and special events.¿ Arrange meeting locations, technology, catering, materials, visitors, accessibility needs, and other logistical requirements.

Provide Project Management Support¿ Facilitate projects assigned by the Senior Executive Officer.¿ Serve as project lead or project coordinator, as assigned, and establish timelines, deliverables, responsibilities, and follow-up processes.¿ Coordinate the work of team members, District departments, and other stakeholders involved in assigned projects.¿ Track project milestones, identify barriers or delays, and communicate progress to the appropriate executive.¿ Maintain project plans, schedules, action plans, and status documentation.¿ Support implementation of new initiatives by coordinating communications, documentation, training logistics, and other implementation activities.¿ Identify opportunities to improve administrative processes and recommend solutions to increase efficiency and effectiveness.

Support Strategic Planning and Accountability¿ Assist the SEO and leadership teams with monitoring progress toward strategic priorities, operational goals, and performance measures.¿ Maintain tracking systems for strategic initiatives, executive priorities, major projects, and required deliverables.¿ Compile information for executive reviews of strategic goals and organizational performance.¿ Coordinate collection of updates from responsible administrators and consolidate information for executive review.¿ Prepare status reports and briefing materials identifying accomplishments, outstanding work, risks, and emerging issues.¿ Support preparation for executive leadership meetings, strategic planning sessions, and organizational reviews.

Manage Records, Information, and Confidential Materials¿ Maintain organized electronic and physical records for the executive offices in accordance with District records-management requirements.¿ Organize, retrieve, and maintain confidential and sensitive records and correspondence.¿ Maintain executive files, meeting records, reports, project documentation, and other administrative records.¿ Support records retention, archiving, and disposition activities in accordance with applicable requirements.¿ Assist with public data and records requests by coordinating the collection and review of responsive information with appropriate District departments.¿ Protect confidential personnel, labor relations, student, financial, legal, and other sensitive information and exercise appropriate judgment regarding its access, handling, distribution, storage, and retention.

Support Human Resources Administration¿ Coordinate designated administrative functions for the Division of Human Resources.¿ Serves as the project manager for labor negotiations and the primary note taker at general SPFE negotiations.¿ Prepare HR transaction lists and related materials for Board of Education meetings.¿ Prepare probationary release letters and related Board documents for the June Board meeting.¿ Coordinate designated employee onboarding and new employee setup activities.¿ Maintain and update HR telephone and contact directories and other organizational information.¿ Coordinate divisional administrative deadlines and recurring reporting requirements.¿ Assist with preparation and submission of federal, state, and District reports within assigned responsibilities, including the pay equity report.¿ Coordinate information requests across HR departments and facilitate timely responses.¿ Support preparation of materials related to Board actions, personnel transactions, organizational changes, and other HR matters.¿ Partner with the HR Management Assistant to coordinate the annual support staff back-to-school update.¿ Coordinate scheduling and communications for the LEAD program for new leaders, including updates and reminders to current leaders.

Provide Office and Administrative Operations Support¿ Coordinate ordering and inventory of office supplies and designated administrative resources.¿ Assist with purchasing, invoices, travel reimbursements, registrations, and other routine administrative transactions within established procedures.¿ Coordinate office logistics, equipment, meeting supplies, technology needs, and workspace requirements.¿ Maintain current organizational charts, contact lists, directories, distribution lists, and other administrative resources as assigned.¿ Develop and maintain administrative systems, procedures, checklists, calendars, and tracking tools to improve office efficiency.¿ Coordinate visitors, vendors, consultants, and other guests of the executive offices.¿ Provide administrative support for special events, conferences, workshops, and District initiatives.¿ Coordinate routine administrative workflows and identify opportunities to improve efficiency and service delivery.

Exercise Judgment and Resolve Administrative Issues¿ Independently address routine and non-routine administrative matters within established authority.¿ Assess the nature, urgency, sensitivity, and potential impact of requests and determine the appropriate course of action.¿ Identify matters requiring executive attention and promptly elevate significant, sensitive, or time-critical issues.¿ Research policies, procedures, records, and other information to assist in resolving questions and administrative issues.¿ Recommend practical solutions to administrative and operational problems.¿ Follow through on issues until appropriate resolution or referral is achieved.¿ Exercise diplomacy, sound judgment, and professionalism when managing sensitive, complex, or high-priority matters.

Support Board and Executive-Level Activities¿ Assist with preparation of materials and administrative coordination for Board of Education meetings and other governance-related activities, as assigned.¿ Coordinate with appropriate departments regarding personnel transactions, reports, presentations, and other matters requiring executive or Board consideration.¿ Prepare, organize, and distribute materials according to established timelines.¿ Maintain awareness of Board meeting schedules and related deadlines affecting the assigned executive offices.¿ Support executive preparation for presentations, Board inquiries, committee meetings, and other public-facing responsibilities.

Promote a Professional and Inclusive Work Environment¿ Ensure that the assigned executive offices are represented in a professional, respectful, responsive, and service-oriented manner.¿ Contribute to an inclusive, welcoming, respectful, and culturally responsive workplace.¿ Demonstrate professionalism, discretion, and respect when working with individuals representing diverse backgrounds, roles, perspectives, and experiences.¿ Maintain appropriate professional boundaries and confidentiality in all interactions.

Perform Other Related Duties¿ Perform other related duties and special assignments as directed by the Senior Executive Officer of Equity, Strategy and Innovation or Senior Executive Officer of Human Resources.¿ Provide administrative and coordination support during emergencies, organizational changes, special projects, peak workload periods, and other circumstances requiring executive office assistance.

Knowledge, Skills, and Abilities¿ Knowledge of district operations, organizational structure, policies, procedures, and administrative practices.¿ Knowledge of executive office practices, including calendar management, meeting coordination, correspondence, records management, and administrative workflow.¿ Knowledge of principles and practices of data collection, analysis, research, reporting, and presentation.¿ Knowledge of basic budgeting, bookkeeping, purchasing, and financial recordkeeping practices.¿ Knowledge of professional business communication, customer service, and office administration¿ Knowledge of records management, confidentiality, and appropriate handling of sensitive information.¿ Knowledge of Microsoft Office Suite and comparable productivity applications, including word processing, presentations, spreadsheets, databases, email, and calendaring. ¿ Advanced use of Microsoft Office Suite, including Microsoft Word, PowerPoint, Excel, Outlook, and database applications, to prepare documents, presentations, spreadsheets, reports, and other executive-level materials.¿ Skill in organizing, analyzing, and presenting financial, operational, human resources, and other District data.¿ Skill in maintaining and analyzing departmental bookkeeping and budget records.¿ Skill in conducting research and synthesizing information from multiple sources to prepare reports, summaries, and recommendations.¿ Skill in managing complex calendars, coordinating meetings, and adjusting schedules in response to changing priorities.¿ Skill in preparing accurate, concise, and professional correspondence, reports, presentations, briefing materials, and other documents.¿ Skill in coordinating projects, tracking deliverables and deadlines, and facilitating follow-through with multiple stakeholders.¿ Skill in providing responsive and professional customer service to individuals and groups with diverse backgrounds, roles, and perspectives.¿ Skill in maintaining accurate records and producing a high-quality work product with meticulous attention to detail.¿ Skill in communicating effectively and professionally, both orally and in writing.¿ Ability to prioritize, plan, coordinate, and organize multiple assignments and competing demands while meeting established deadlines.¿ Ability to understand the priorities and needs of senior administrators and take initiative to address pressing issues, anticipate needs, and recommend appropriate courses of action.¿ Ability to exercise independent judgment in determining the urgency, sensitivity, and appropriate disposition of requests and issues.¿ Ability to anticipate changing priorities and effectively rearrange schedules, resources, and work activities as circumstances require.¿ Ability to analyze information, identify trends or issues, think critically, and develop practical solutions.¿ Ability to conduct research, evaluate information, and prepare clear reports, recommendations, and executive briefings.¿ Ability to successfully coordinate and manage projects from initiation through completion, including establishing timelines, monitoring progress, and facilitating follow-up.¿ Ability to establish and maintain effective working relationships with students, parents, teachers, District employees, administrators, community members, representatives of governmental agencies, business partners, and the general public.¿ Ability to provide excellent customer service and interact effectively with individuals representing diverse cultural, ethnic, socioeconomic, and professional backgrounds.¿ Ability to communicate complex or sensitive information clearly, tactfully, and appropriately.¿ Ability to maintain a high degree of professionalism, tact, discretion, confidentiality, and sound judgment.¿ Ability to work collaboratively as a member of executive, administrative, and cross-functional teams.¿ Ability to demonstrate initiative, self-direction, flexibility, and responsiveness in a fast-paced environment with frequent interruptions and changing priorities.¿ Ability to maintain accuracy and attention to detail while managing multiple responsibilities and producing timely, high-quality work.¿ Ability to learn and effectively use District information systems, databases, reporting tools, and other technology necessary to perform the work.¿ Ability to represent the executive offices in a professional, responsive, and service-oriented manner.

Physical and Mental RequirementsThe physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements¿ Primarily sedentary work performed in an office or comparable administrative setting.¿ Ability to remain seated for extended periods while performing computer-based work.¿ Ability to routinely operate a computer, keyboard, mouse, telephone, printer, and other standard office equipment.¿ Ability to move throughout District offices and facilities to attend meetings and perform assigned duties.¿ Ability to occasionally bend, reach, stoop, and retrieve files, supplies, and materials.¿ Ability to occasionally lift, carry, or move office materials and equipment weighing up to 25 pounds.¿ Ability to travel between District locations as required to perform assigned duties.

Mental Requirements¿ Ability to sustain attention and concentration during extended periods of computer-based and administrative work.¿ Ability to process and integrate information from multiple sources, including written documents, electronic communications, financial records, data reports, and verbal communications.¿ Ability to accurately recall, compare, and reconcile information when reviewing records, schedules, reports, and other materials.¿ Ability to shift attention between different types of work and resume interrupted tasks without significant loss of accuracy.¿ Ability to work effectively under time constraints and during periods of increased workload.¿ Ability to comprehend and apply detailed instructions, procedures, policies, and administrative requirements.¿ Ability to recognize inconsistencies, omissions, errors, or unusual information requiring further review.¿ Ability to exercise appropriate emotional regulation when dealing with stressful, sensitive, or high-pressure situations.¿ Ability to maintain appropriate attention and cognitive performance during frequent interruptions and unexpected changes in work demands.

WORKING CONDITIONSWork is primarily performed in a professional office environment. Work involves frequent interaction with District employees, administrators, senior executives, students, families, community members, public officials, governmental agencies, and external organizations.

Work requires regular use of computers, electronic communication systems, databases, virtual meeting platforms, and other office technology. Work involves frequent interruptions and changes in assignments, schedules, and priorities.Work may involve access to confidential personnel, labor relations, financial, student, legal, and organizational information. Work may involve interaction with individuals who are experiencing concerns, complaints, disagreements, or other potentially stressful circumstances.

Work requires professional interaction with individuals representing diverse cultural, ethnic, socioeconomic, professional, and organizational backgrounds. May require travel between District locations and attendance at Board meetings, leadership meetings, conferences, community events, and other District activities.

May occasionally require work outside regular business hours to support executive schedules, Board activities, special events, emergencies, or other District needs. Work may involve periods of increased workload associated with Board cycles, reporting deadlines, budget activities, personnel actions, strategic initiatives, and other time-sensitive District priorities.

Pay, Benefits and Work ScheduleThis is a 12 moth position working 40 hours per week.

Salary and benefits are in accordance with the Superintendency/Unrepresented negotiated labor agreement. The labor agreement and salary schedule can be found at Labor Agreements - Saint Paul Public Schools. The minimum rate of pay for this position is $76,328 annually.

Benefits are available to new employees after 30 days of active employment. Benefits include medical insurance, life insurance, pension plan, tax-free retirement account, and flexible spending account. Some employee groups also receive vacation, dental insurance and disability insurance. A benefits summary is available at Benefit Summaries by Bargaining Unit - Saint Paul Public Schools.

How to ApplyTo be considered further, please apply for this position and attach a resume and cover letter to your online application.

The Human Resource Department will review your application materials and contact you regarding the next steps.

To attach additional documents to your online application, click on the ¿Additional Attachments¿ link from the applicant homepage and upload your documents as attachments. Valid file extensions for attaching a document include .doc, .txt, .rtf, and .pdf.

Other InformationTranscript ¿ Unofficial transcripts are accepted at the time of hire. You must submit official transcripts within 30 days of your start date. Formal credential evaluation is required for post-secondary education completed outside of the United States.

Veteran¿s Preference ¿ If you are an eligible veteran applying for a job where veteran¿s preference applies and wish to claim Veteran¿s Preference you must submit a legible copy of your DD214 to the Human Resources Department with your employment application. If your claim is approved, five or ten additional points will be added to your final passing score.

Criminal Background Investigation and Reference Checks ¿ Reference checks and a criminal background investigation will be completed as a condition of hire for all new employees and for former employees who have not been employed by the District for more than six months.

Essential FunctionsEssential functions are job duties that the individual holding the position must be able to perform unaided or with the assistance of a reasonable accommodation through the Americans with Disability Act (ADA) and the Americans with Disability Amendments Act (ADAAA). The essential functions are typical duties as outlined under Responsibilities.

Regular and reliable attendance.May be exposed to various cleaning products.

Equal Employment OpportunitySaint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment,

Equity StatementSPPS is committed to an equitable workforce where all employees represent this commitment through equitable practices in their job position.