Executive Assistant – Talent Management

Executive Assistant � Talent Management

Reports to: Chief Talent Officer
Pay Grade: 706
Duty Days: 239
FLSA Status: Non-Exempt
 

Position Purpose

Provides advanced administrative, organizational, and confidential support to the Chief Talent Officer. Coordinates division-level activities, manages executive workflow, and supports communication across all Talent Management functions. Assists in preparing reports, board materials, and correspondence, while ensuring efficient day-to-day operations of the Chief's office and alignment across the division.

ESSENTIAL JOB FUNCTIONS

Records, Reports & Correspondence

• Prepares and composes correspondence, memos, and board agenda items on behalf of the Chief Talent Officer.
• Maintains the calendar for the Chief Talent Officer.
• Compiles and organizes reports, timelines, presentations, and supporting documents for division activities.
• Assists with gathering and formatting data for reports and informational requests from leadership and central administration.
• Prepares and maintains forms and records including personnel, budget, and payroll information.
• Coordinates preparation of meeting materials, briefing documents, and follow-up summaries.
• Maintains highly confidential personnel and division records in an organized and secure manner.
• Tracks deadlines, submission requirements, and required documentation for division deliverables.
• Coordinates open records requests by routing requests, tracking responses, and ensuring timely submission to Legal.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials.
• Monitors and processes time records including leave requests and reports. Compiles information and submits to the central office according to established procedures and deadlines.

Reception & Phones

• Provides high-level customer service when interacting with internal staff, administrators, external partners, and community members.
• Handles calls and inquiries directed to the Chief's office with professionalism and discretion.
• Uses strong interpersonal skills to manage sensitive conversations and redirect inquiries appropriately.
• Exercises good judgment in assessing when a call needs to be escalated to a higher level.
• Takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel.
• Schedules meetings and appointments and maintains calendar for Chief.

Accounting & Inventory

• Assists with division budget tracking and maintains records of expenditures.
• Prepares and processes purchase orders, invoices, and requisitions in accordance with established procedures.
• Supports payroll submissions and acts as a liaison for payroll-related inquiries within the division.
• Maintains inventory of supplies and equipment and coordinates procurement as needed.

Other

• Assists with planning and coordination of division meetings, trainings, and events.
• Supports setup of presentations and basic audio-visual coordination.
• Sorts and distributes mail and documents.
• Maintains confidentiality in all aspects of work involving employee and leadership information.

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in the work area and promptly reports any conditions that are not immediately correctable to the supervisor.

Supervisory Responsibilities

• Monitors and provides guidance to administrative support staff in some settings.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork.  Responds and acts appropriately in confrontational situations.

Other Duties as Assigned

• Performs all job-related duties as assigned and in accordance with the Board rules, policies and regulations.  All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

• Knowledge of Talent Management or Human Resources functions and organizational structure.
• Ability to coordinate activities across multiple departments and stakeholders.
• Strong organizational skills with ability to manage competing priorities and deadlines.
• Ability to exercise discretion and sound judgment in handling confidential and sensitive matters.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of multicultural diversity issues in the workplace.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of budget control methods, policies, and procedures.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill in active listening; taking time to understand the points communicated, asking questions as appropriate, and not interrupting at inappropriate times.
• Skill in performing mathematical and statistical calculations with accuracy.
• Skill in working with initiatives that require collaboration with district and outside agencies and organizations.
• Skill in talking to others to convey information effectively.
• Skill in managing one's own time and the time of others.
• Skill in completing assignments accurately and with attention to detail.
• Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, Excel, and Word.
• Ability to process and handle confidential information with discretion.
• Ability to handle difficult and stressful situations with professional composure.
• Ability to work under pressure and meet close deadlines.
• Ability to maintain records of materials, supplies, time, and work performed.
• Ability to use software to create spreadsheets, databases, and do word processing.
• Ability to plan, assign, and/or supervise the work of others.
• Ability to organize and coordinate work.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used: Standard office equipment, including computer and peripherals
• Posture:  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment:  Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance:  Regular and punctual attendance at the worksite is required for this position.
• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education:  Accredited High School diploma, GED, or Texas Certificate of High School Equivalency.
• Certification/License:  None.
• Experience:  5 years' office experience, preferably in a related field.
• Language:  Bilingual working proficiency (English/Spanish) preferred in some settings.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.