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Holyoke Public Schools · 3 weeks ago

Executive Assistant to the Chief Human Resource Officer (CHRO) and Chief Finance Officer (CFO)

Holyoke, MA

Full-time

Onsite

Mid Level

$45K/yr - $55K/yr

Holyoke Public Schools is seeking an Executive Assistant to the Chief Human Resource Officer (CHRO) and Chief Finance Officer (CFO) to ensure efficient operations within the central office. The role involves coordinating schedules, managing communications, and supporting project management to enhance workflow between the Human Resource and Finance departments.

Higher Education

Responsibilities

Coordinate calendars and schedule meetings for the CHRO and CFO. Resolve scheduling conflicts and prioritize issues

Manage the Chief’s daily work time and school visits to ensure time is spent on the highest priorities

Liaise with other departments and all schools to follow-up on requests and deadlines from the Chiefs

Create and organize agendas, collect related materials, and follow-up for Department and Cabinet meetings

Manage schedules and track and collect data for Massachusetts Commission Against Discrimation cases (MCAD’s)

Organize, coordinate and direct work on special projects as assigned by the CHRO and CFO, including analyzing data and developing presentations

Prepare, organize and complete reports and related data for administrators, staff, and public

Conserve the Chief’s time by reading, researching, and responding to and routing correspondence and email

Plan and manage logistics and technical preparations for district events and activities as needed and in close coordination with the Superintendent’s Executive Assistant

Support communication between the Finance and Human Resources teams to speed work-flow

Help identify areas of greater efficiency for work that involves both departments

Design and implement office policies, standards, and procedures; and ensure compliance with policies, regulations, and local, state, and federal laws and regulations

Assist in leadership recruiting, selection, processing, orientation, and on-boarding

Utilize the financial management and related systems to submit/approve requisitions, process invoices, process contracts, and related activities, approve payroll, and work with finance to track expenses and monitor grants

Maintain a variety of district-related information, including contact lists, committee lists, organizational charts, contract statuses, calendars, and more

Proactively seek opportunities to improve the coordination of activities within central office and schools

Assist the Executive Assistant to the Superintendent in processing all public record requests, which includes proper communication with requesting party, coordinating and gathering requested information from district departments, and requesting additional time to complete projects

Manage time off requests and reconcile timecards for the Academic Department members on behalf of the CHRO and CFO

Write and edit memos and other communications on behalf of the CHRO and CFO

Receive, screen, and/or route incoming telephone calls, mail, publications and correspondence, proactively handle questions and information requests. Proactively resolve stakeholder issues and complaints

Serve as the main point of contact for the Human Resource Department and Finance Department

Improve and simplify the handling of inquiries to both departments (such as from HPS staff and leaders, job applicants, and partners we do business with) by coordinating with the team members of the Finance and Human Resources teams and following up to ensure matters are resolved as effectively as possible

The CHRO and CFO deal with highly sensitive, personal information for staff throughout the district. In managing communication and schedules for those Chiefs, the Executive Assistant will regularly be involved in confidential communications. Therefore, a strong commitment to confidentiality and professional communication is one of the most essential elements for the position

Greet and document visitors

Perform other related duties as requested or as responsibilities dictate

Qualification

Office products proficiencyOrganizational skillsTime managementBilingual EnglishBilingual SpanishInterpersonal skillsCommunication skillsAttention to detailProblem solvingAdaptability