Title: Administrative Assistant

Reports To: Chief Executive Officer

Closing Date: July 29, 2015

The British Columbia School Trustees Association (BCSTA) is seeking a full-time Administrative Assistant. This position is responsible for providing support to the Chief Executive Officer (CEO), Board of Directors, and other staff members, including providing assistance in the coordination of various meetings; developing meeting agenda packages and minutes, drafting and tracking of correspondence to/from member boards of education, trustees, education partners, and government officials.

Key Duties:

Coordinates Board of Director meetings
Assists with coordination of provincial governance meetings, Annual General Meetings, and other events, as needed
Prepares and electronically files agenda packages, meeting scripts, meeting minutes, correspondence and other documentation for Board of Director, provincial governance, and other meetings, as assigned
Prepares, electronically files, and tracks a variety of reports and correspondence on behalf of the President and CEO
Provides technical support at Board of Director, provincial governance, and other
meetings, as assigned
Is responsible for attendee registration at provincial governance meetings, and approves and tracks attendee expense claims
Approves and tracks Board of Director expense claims
Responsible for preparation and timely submission of Ministry of Education or other expense claim forms for the CEO, President, and other members of the Board of Directors
Responsible for timely preparation and reconciliation of MasterCard transaction listings for the CEO and President
Assists with preparation of letters, invitations, and thank-you cards
Coordinates travel arrangements for the CEO, President, and Board of Directors, as required
Provides support and assistance at BCSTA events, as needed
Provides support and assistance to the Association, as needed
Other related duties, as assigned

Requirements:

Minimum of five years’ current experience in a significant administrative support capacity
Experience working in a collaborative or team environment
Previous experience in handling confidential or sensitive information
Available to work occasional weekends and overtime

Preferred Skills and Abilities:

Excellent writing skills, including proper spelling, grammar, and punctuation
Superior telephone manners and excellent verbal, written and interpersonal communication skills to communicate with all school district personnel, trustees, government officials, education partners, staff, members of the public, and all other stakeholders
Meticulous records maintenance skills with the ability to maintain filing systems and basic databases
Expert knowledge of Microsoft Word
Proficient knowledge of Microsoft Excel
General understanding of budgets and expenses
Proficient in various information technology mediums
Exceptional organization, time management, and multi-tasking skills
Excellent attention to detail
Minimum typing speed of 50 wpm

Core Competencies:

Ability to work independently and as a member of a highly-functioning team
Professional, responsive, and respectful work attitude is essential
Must have a strong team and customer-service focus, which includes internal and external “customers”
Highly resourceful, flexible, and adaptable
Ability to multi-task in a demanding and complex work environment is essential
Complete adherence to requirements for confidentiality

BCSTA offers a competitive salary and benefit package.