The Patricia A. Hannaford Career Center is an independent educational institution dedicated to providing 9th-12th grade students and adult learners with high-quality career and technical education. We strive to prepare students for successful careers and further education by offering hands-on learning experiences, state-of-the-art facilities, and a supportive environment.

Job Summary:
The Executive Secretary is a key member of the administrative team, providing comprehensive support to the Superintendent/Director and ensuring the smooth operation of the Career Center’s front office. This role requires a proactive individual with excellent organizational, communication, and interpersonal skills who can handle multiple tasks efficiently. This position performs administrative duties for the district while also being the first point of contact for visitors and callers.

Key Responsibilities:

Front Office Management:
Greet and assist visitors, students, staff, and stakeholders in a professional and courteous manner.
Answer, screen, and direct incoming phone calls and emails.
Maintain a clean, organized, and welcoming reception area.

Administrative Support:
Provide high-level administrative support to the Superintendent/Director, including managing schedules, arranging meetings, and preparing documents.
Assist with the preparation and distribution of agendas, minutes, and reports for board meetings and other key events.
Coordinate travel arrangements and itineraries for the Superintendent/Director and other staff as needed.
Maintain confidential files, records, and information with the utmost discretion and integrity.
Assist with logistics at Board meetings, held once per month, in the evenings.

Office Coordination:
Oversee the ordering and inventory of office supplies, ensuring adequate stock levels are maintained.
Assist in organizing school events and professional development activities.
Collaborate with other administrative staff to ensure cohesive and efficient office operations.

Communication and Public Relations:
Serve as a primary point of contact for internal and external communications, maintaining positive relationships with students, parents, staff, and the community.
Update and manage timely content on the Career Center’s website and social media platforms, such as delays/closures, events, and board materials.
Assist in the development and dissemination of promotional materials and newsletters.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• 3+ years proven experience as a receptionist, administrative assistant, or in a similar role. Experience directly supporting an executive is strongly preferred.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Technological expertise to plan and initiate virtual meetings.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Professional demeanor and appearance appropriate for a school setting.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong interpersonal skills and the ability to work well with diverse groups of people.
• Ability to work both independently and collaboratively in a dynamic environment where tasks may shift and guidance may be limited.
• Experience with drafting correspondence on behalf of an executive.
• Problem solving skills in a dynamic environment.
• Familiarity with FERPA, educational institutions, and/or career and technical education is a plus.

Working Conditions:
Typical office environment with standard office equipment.
Occasional evening or weekend work may be required for special events or meetings.

Pay: $20.00 - $40.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Professional development assistance
• Vision insurance

Experience:

• Administrative: 3 years (Required)
• Executive support: 1 year (Preferred)

Note: This job description is intended to provide a general overview of the position and is not an exhaustive list of duties. The Patricia A. Hannaford Career Center reserves the right to modify this job description at any time.

Application Process:
Interested candidates should submit a resume, cover letter, and three references to info@pahcc.org. Please include “Executive Secretary” in the subject line. This position will remain open until filled. The first screening of applicants will take place on July 22, 2024.

The Patricia A. Hannaford Career Center is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.