Temporary Executive Assistant - School Operations

Halton District School Board; Burlington; On-site; Full time

Job summary

A leading educational institution is seeking a Temporary Executive Assistant for School Operations. This role involves providing administrative support to senior staff, managing budgets, coordinating events, and ensuring effective communication within the department. The ideal candidate will be proactive, organized, and able to handle multiple priorities in a dynamic environment. The position requires strong communication and interpersonal skills, as well as proficiency in MS Office and G-Suite. This is a full-time role with a competitive hourly wage and vacation pay.

Qualifications

• At least four years of relevant experience, preferably in a school office environment.

Responsibilities

• Manage daily operations of senior staff and coordinate schedules and meetings.
• Monitor and maintain budgets, track expenditures, and prepare financial reports.
• Prepare correspondence, reports, agendas, and other written materials.

Skills

Organizational Skills

Communication

Interpersonal Skills

Time Management

Problem-Solving

Education

Post-secondary diploma or degree

Tools

MS Office

G-Suite

Online Collaboration Tools

Job description

Notice of Temporary M.A.S.S Vacancy

Position: Temporary Executive Assistant - School Operations

Salary: Band 3 - $34.80 - $41.50 per hour + 4% vacation pay

Location: J.W. Singleton Education Centre - School Operations

Work Schedule: 35 hours/week, 12 months/year

Start Date: June 2, 2025 to August 5, 2025

Position Summary

The Executive Assistant, School Operations provides administrative support to the Superintendent(s), System Principal(s), Associate Director, and/or Director. Responsibilities include managing budgets, coordinating departmental functions and events, acting as a liaison, and supporting communication within the department. The role requires a proactive, organized individual who can handle multiple priorities and serve as the front-line contact for senior staff.

Key Responsibilities

1. Manage daily operations of senior staff and coordinate schedules and meetings.
2. Respond to inquiries from staff, parents, students, and external agencies tactfully and knowledgeably.
3. Handle processes related to transfers, homeschooling, and out-of-catchment reporting.
4. Research and synthesize information for senior staff on various matters.
5. Prepare correspondence, reports, agendas, and other written materials.
6. Monitor and maintain budgets, track expenditures, and prepare financial reports.
7. Coordinate obligations to boards, committees, and external organizations.
8. Attend meetings, take minutes, and coordinate special events and conferences.
9. Arrange travel, venues, catering, and accommodations.
10. Maintain a collaborative, customer-focused office environment.
11. Occasionally work evenings and weekends as required.
12. Participate in professional development activities.

Qualifications

• Post-secondary diploma or degree with at least four years of relevant experience, preferably in a school office environment.
• Proficiency in MS Office, G-Suite, and online collaboration tools.
• Ability to maintain confidentiality and demonstrate excellent organizational skills.
• Strong communication, interpersonal, and time management skills.
• Knowledge of finance principles and problem-solving skills.
• Ability to work independently and collaboratively.

Preferences

• Experience with Sparkrock, Aspen, iSYS, Staffing Plus, myReports, MVal.
• Knowledge of current educational issues and policies.
• Multilingual abilities are an asset.

Applications, including your resume and supporting documents, must be submitted through Apply to Education by 4:00 pm on Thursday, May 22, 2025.