Job Title: Executive Assistant for Human Resources

Assignment: 12-month

Location: Northfield Campus

Occupational Group: Exempt, Confidential Employee

Supervisor: Chief Human Resources Officer

Salary: $72,000 - $84,000 annually

Position Outcomes:

To assist the Chief Human Resources Officer and the Human Resources Department in achieving effective school district operations by coordinating day-to-day administrative and operational functions, ensuring compliance, streamlining workflows, and maintaining a responsive, efficient, and well-organized work environment for staff, students, families, and community members.

General Responsibilities:

This independent work involves administrative, operational, and executive-level support related to Human Resources operations and strategic initiatives for the district, including collective bargaining, labor relations, and internal communications. There is considerable contact with staff and the general public, as well as occasional contact with students and parents. An employee in this position must possess exceptional organizational and communication skills, exercise a high level of initiative and independent judgment, and keep informed of evolving technology, procedures, and legal requirements. This position also requires the employee to be aware of and maintain the highest level of confidentiality of information, including information related to negotiations with bargaining units and sensitive personnel matters.

Qualifications:

Bachelor’s degree in Human Resources, Business Administration, or related field required.
Three to five years of experience supporting a senior executive or Human Resources department, preferably within a public school district.
Demonstrated experience navigating Human Resources Information Systems (HRIS) and digital personnel management platforms.
Demonstrated knowledge of employment practices, personnel records administration, and confidentiality requirements in a public-sector environment preferred.
Experience supporting collective bargaining, Board of Education processes, or senior-level administrators preferred.
Proficiency in utilizing cloud-based technologies, database management tools, and responsibly leveraging artificial intelligence (AI) for drafting communications, data analysis, and workflow optimization.

Knowledge/Abilities/Skills:

Knowledge of standard digital office practices and electronic record retention protocols.
Advanced knowledge of Microsoft Office and Google Workspace applications with the digital literacy to rapidly learn and adapt to new software applications.
Ability to manage multiple priorities simultaneously, exercise sound judgment, and meet deadlines in a fast-paced environment.
Ability to work independently with minimal supervision by making sound, proactive, digitally secure, and ethical decisions.
Ability to organize office workflow, demonstrate flexibility and adaptability, and work collaboratively with several individuals and cross-functional departments to support the work of the district.
Ability to assemble, analyze, and organize data and prepare clear, actionable dashboard reports from records.
Knowledge of data privacy requirements, records retention practices, and secure handling of confidential personnel information.
Ability to anticipate needs, manage competing priorities, and proactively identify solutions to operational challenges.
High-level analytical skills, problem-solving aptitude, strong attention to detail, and proofreading abilities.
Exemplary interpersonal, written, and oral communication skills, with the ability to communicate clearly and distinctly with all stakeholders while displaying diplomacy, tact, and cultural competence.

Position Expectations:

Assists the Chief Human Resources Officer by:
1. Drafting, editing, and managing executive-level correspondence, reports, presentations, and communications on behalf of the Chief Human Resources Officer;
2. serving as a primary point of contact for Human Resources inquiries and directing stakeholders to appropriate resources;
3. providing executive administrative support related to confidential matters such as contract negotiations, employee discipline, and other legal matters;
4. identifying opportunities to improve administrative processes, increase operational efficiency, and enhance service delivery within the Human Resources Department;
5. preparing executive correspondence and documentation related to Board of Education personnel approvals, leaves of absence, resignations, retirements, and terminations;
6. coordinating preparation of agendas, meeting materials, presentations, and follow-up actions for leadership team meetings, Board of Education meetings, negotiations, and other Human Resources-related committees;
7. maintaining confidential records and supporting administrative activities related to collective bargaining, grievance tracking, negotiations, and labor relations matters;
8. preparing and sending part-time and leave of absence staffing preference letters for the following school year, processing, recording, and filing responses via automated, paperless workflows;
9. assisting with the preparation of documents and personnel reports for Board of Education meetings, completing data entry, and managing CHRO’s calendar;
10. coordinating the faculty evaluation process, tracking milestones, auditing submissions, and reporting incomplete steps to the CHRO;
11. tracking professional development hours in collaboration with the Director of Curriculum and Instruction;
12. tracking, communicating, and monitoring contractual deadlines and required notifications related to faculty agreements;
13. maintaining secure and confidential personnel records for faculty and administrative staff;
14. generating and distributing faculty employment letters with required contractual information during the first week of school using digital mail-merge functions;
15. creating and maintaining employee records, processing employment status changes, entering data into district information systems, and ensuring completion of required documentation;
16. scheduling and coordinating comprehensive interview tracks for candidates meeting with administrative teams;
17. arranging facilities, equipment, services, and materials for meetings, special events, and other activities as required;
18. preparing and processing conference requests and employee reimbursements through digital platform workflows; and
19. assisting with monitoring Human Resources budgets, tracking expenditures, and preparing reports as requested.

Provides general Human Resources Department support by:
1. Managing employment verification requests and supporting compliance with statutory employment reporting requirements, including Faith's Law;
2. coordinating onboarding activities for summer workers, temporary staff, volunteers, and other employee groups as assigned;
3. monitoring, ordering, and stocking office supplies and event refreshments;
4. maintaining Human Resources webpages and ensuring information, forms, and resources remain current and accessible;
5. processing all staff tuition and professional dues reimbursement requests in accordance with district procedures;
6. cross-training on critical duties within the department to provide responsive backup support for day-to-day office responsibilities (benefits, job postings, work permits);
7. planning, executing, and supporting key events and onboarding initiatives (Educational Support Staff Annual Appreciation Luncheon, Substitute Orientation, Support Staff Orientation, and recruitment job fairs); and
8. collaborating with members of the Human Resources office staff to complete ongoing projects.

Culture and Professionalism:
1. Provides exceptional customer service to staff, applicants, students, families, and community members while fostering positive and professional relationships;
2. represents the New Trier Township High School District in a professional, welcoming, and positive manner;
3. engages in continuous professional growth to enhance job performance and remain current on best practices, technology, compliance requirements, and emerging trends in Human Resources administration;
4. exhibits a positive attitude and projects a highly professional image to parents, students, and staff;
5. models mutual respect, integrity, confidentiality, and inclusiveness in all workplace interactions, actively upholding the district's belonging goals; and
6. performs other duties as assigned by the supervisor.

FLSA: Exempt

Link to Exempt Benefits