ACCOUNTABILITY

The Executive Assistant is directly accountable to the Superintendent/CEO and for the administrative duties associated with the Office of the Superintendent/CEO. The Executive Assistant is indirectly accountable to the Board of Education.

GOALS AND OBJECTIVES

The Executive Assistant will:

Assist the Superintendent/CEO in achieving district goals by providing efficient office operations through innovation and creativity.
Perform tasks with minimal supervision and use considerable judgment to support the Superintendent/CEO consistent with established policies and procedures.

ROLES AND RESPONSIBILITIES

Typical duties will include:

Manage the daily calendar, correspondence, and coordinate accommodations with meeting/conference registration for the Superintendent/CEO.
Draft staff reports and coordinate the preparation of all reports from the Superintendent/CEO’s Office for Public Board Meetings, Closed Board Meetings, and Committee of the Whole – Education Meetings. Complete follow-up as required from each meeting.
Liaise with other senior staff and their assistants in the preparation of Board Meeting agenda items and completion of various projects.
Attend and prepare the minutes for the Public Board Meetings and Committee of the Whole – Education Meetings. Complete follow-up required from each meeting.
Prepare agenda materials for the weekly Senior Management Meetings as well as any additional committee meetings chaired by the Superintendent/CEO. Diarize actions and complete follow-up from these meetings as required.
Respond to inquiries from internal and external contacts or direct these to the appropriate department as required. Maintain familiarity with Board Policy, District Administrative Procedures and Standard Emergency Operating Procedures.
Meeting and event planning including researching, negotiating the contract, booking the venue, conducting the registration process and overseeing all logistics for the annual Staff Leadership Conference held in August. This event is attended by all Principals/Vice-Principals, Operations Management Staff, Senior Management Staff and Trustees.
Track principal/vice-principal and senior management evaluations. Advise the Superintendent/CEO of the due date for each on an annual basis.
Track and reconcile budget expenses for the Superintendent/CEO.
Attend early morning Superintendent’s Meetings and evening Board Meetings as scheduled.

DESIRED PROFICIENCES

Experience/Qualifications

A two (2) year diploma in Office Administration or related experience in an office management discipline.
Five (5) years related experience in a responsible senior administrative position.
Advanced level of proficiency in office procedures, business writing and computer software in the following or similar applications: MS Word, Excel, Power Point, use of graphics/photos, internet, and the Outlook email/calendar program.
Preferred experience in staff/budget management systems, records management and student information systems.

Preferred Qualities/Characteristics

Proven ability to develop presentation material, composing reports and correspondence with strong written and verbal communication skills.
Proven organizational ability with considerable independence of action and judgment required in the day-to-day management of this position.
Detail oriented with a proven ability to work independently, meet tight deadlines and manage changing priorities.
Ability to anticipate the support needs of the Superintendent/CEO based on upcoming calendar events.
Demonstrated ability to establish and maintain effective working relationships with a variety of external and internal contacts.
Familiarity with School District operations and procedures including District Policies, Administrative Procedures, the School Act and a general knowledge of the Freedom of Information Act.
Ability to maintain confidentiality in all matters pertaining to the district.

APPLICATON PROCEDURE

Qualified applicants are requested to forward their covering letter and resume including the names of three references. Interested applicants should submit their application packages by 4:30 pm on Monday, April 20, 2015.