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