Executive Assistant

School District #40 (New Westminster); New Westminster; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Pension

Full benefits

Job summary

New Westminster Schools is seeking an Executive Assistant to provide confidential, senior-level administrative support to the District’s Senior Management Team at the District Office. The role involves preparing materials for meetings, coordinating calendars, and ensuring timely submission of reports and correspondence.

The successful candidate will excel in organization, communication, and service orientation, with readiness to work evenings as needed and to manage sensitive information with

Qualifications

• Completion of a Business Administration program, Bachelor’s Degree or equivalent education combined with relevant work experience.
• Five years’ relevant experience in a progressively more complex administrative support role, preferably in a public sector or large complex organization
• Self-starter with ability to work independently under minimal supervision
• Proficient using MS Office and other relevant computer software is required.
• Experience with website design and maintenance, and a variety of publishing, facilitation and planning software
• Ability to take accurate notes and minutes at meetings including formal Board meetings
• Exceptional interpersonal and communication skills
• Strong writing skills, including grant writing and report presentation
• Ability to organize and prioritize a wide range of duties effectively and efficiently, and to work accurately under pressure with frequent interruptions
• Willingness to work longer hours on short notice as necessary to complete tasks to deadline

Responsibilities

• Prepares correspondence, documents, presentations, materials, reports, forms, agendas and minutes of committee/district leadership meetings; prepares research to support the development of related materials to inform the Senior Management Team decision-making
• Composes and distributes internal communications to Principals regarding policy, practices and procedures, responds to written and verbal enquiries
• Manages functions, organizes meetings, prepares materials, coordinates dates and times, maintains confidential files, and organizes training sessions for district personnel on specific functions.
• Provides confidential administrative support to the assigned Team members
• Anticipates workflow and assists the Team to maintain high quality and timely presentations and document submission
• May be assigned to take minutes at Board of Education meetings as required; must be able to work evenings
• Designs and develops handbooks, brochures and handout materials, including materials and support for the Team
• Coordinates budget and completes department accounting and reporting
• Manages processes for various programs including Programs of Choice, Early Development Instrument and Foundation Skills Assessments. Coordinates materials, assists teachers to manage computerized processes, data input and communication of results
• Assists in coordination, development and implementation of administrative policies and procedures
• Analyzes incoming and outgoing documents for action, coordinates preparation and submission of reports and drafts routine correspondence, procedures and other documents
• Conducts research, organizes data and prepares data displays for District use
• Researches professional development materials as required
• Liaises with staff, schools, Ministry officials, publishers and others to inform District processes
• Maintains database and documentation
• Interacts with parents and guardians
• Orders educational software and maintains licensing agreements to ensure legal compliance

Skills

Customer service

Interpersonal skills

Organization

Written communication

Independent work

Note taking and minutes

Flexibility/availability

Education

Business Administration program, Bachelor's Degree or equivalent

Tools

MS Office

Publishing/planning software

Website maintenance

Job description

New Westminster Schools Career Opportunity EXECUTIVE ASSISTANT

New Westminster Schools is seeking a self-motivated, organized, and collaborative individual to fill the role of Executive Assistant accountable for providing exceptional administrative support to the District’s Senior Management Team (the Team) located at the District Office .

ABOUT THE POSITION

The Executive Assistant will provide administrative support to the Senior Management Team located at the District Board Office. The individual will be responsible for providing confidential senior level administrative duties; including handling matters that are exceedingly sensitive and highly confidential in nature, scheduling and maintaining appointment calendars, booking meeting facilities, and ensuring all logistics and materials for meetings are organized. The Executive Assistant will also support key District projects and initiatives, analysis of incoming and outgoing documents for action, and coordination, preparation and submission of District and Ministry reports and drafting of routine correspondence.

KEY RESPONSIBILITIES

• Prepares correspondence, documents, presentations, materials, reports, forms, agendas and minutes of committee/district leadership meetings; prepares research to support the development of related materials to inform the Senior Management Team decision-making
• Composes and distributes internal communications to Principals regarding policy, practices and procedures, responds to written and verbal enquiries
• Manages functions, organizes meetings, prepares materials, coordinates dates and times, maintains confidential files, and organizes training sessions for district personnel on specific functions.
• Provides confidential administrative support to the assigned Team members
• Anticipates workflow and assists the Team to maintain high quality and timely presentations and document submission
• May be assigned to take minutes at Board of Education meetings as required; must be able to work evenings
• Designs and develops handbooks, brochures and handout materials, including materials and support for the Team
• Coordinates budget and completes department accounting and reporting
• Manages processes for various programs including Programs of Choice, Early Development Instrument and Foundation Skills Assessments. Coordinates materials, assists teachers to manage computerized processes, data input and communication of results
• Assists in coordination, development and implementation of administrative policies and procedures
• Analyzes incoming and outgoing documents for action, coordinates preparation and submission of reports and drafts routine correspondence, procedures and other documents
• Conducts research, organizes data and prepares data displays for District use
• Researches professional development materials as required
• Liaises with staff, schools, Ministry officials, publishers and others to inform District processes
• Maintains database and documentation
• Interacts with parents and guardians
• Orders educational software and maintains licensing agreements to ensure legal compliance

ABOUT THE CANDIDATE

The successful candidate will be an individual who is outstanding at anticipating needs, bringing a “customer service” orientation to every interaction with both internal and external stakeholders. A self-starter with demonstrated professionalism, superior administrative and organizational skills. Willingness to work some evenings and at times longer hours on short notice as needed to meet deadlines.

PREFERRED QUALIFICATIONS

• Completion of a Business Administration program, Bachelor’s Degree or equivalent education combined with relevant work experience;
• Five years’ relevant experience in a progressively more complex administrative support role, preferably in a public sector or large complex organization
• Self-starter with ability to work independently under minimal supervision
• Proficient using MS Office and other relevant computer software is required.
• Experience with website design and maintenance, and a variety of publishing, facilitation and planning software
• Ability to take accurate notes and minutes at meetings including formal Board meetings
• Exceptional interpersonal and communication skills
• Strong writing skills, including grant writing and report presentation
• Ability to organize and prioritize a wide range of duties effectively and efficiently, and to work accurately under pressure with frequent interruptions
• Willingness to work longer hours on short notice as necessary to complete tasks to deadline

This position offers a competitive salary and a full range of benefits, including pension.

Please note:

• References will not be contacted without candidate permission
• Only those applicants legally entitled to work in Canada will be considered
• Faxed applications will not be accepted
• The successful applicant will be required to consent to a Criminal Record Search prior to employment.
• New Westminster Schools values the time taken to submit an application; however, only those applicants selected to move forward will be contacted. To all others, thank you for your interest.

The New Westminster School District recognizes and acknowledges the Qayqayt First Nation, as well as all Coast Salish peoples, on whose traditional and unceded territories we live, we learn, we play, and we do our work.

New Westminster Schools welcomes and encourages applications from women, visible minorities, indigenous persons, persons with disabilities, persons of any sexual orientation, any gender identity or gender expression. If you require an accommodation through our hiring process, please include your request in the application email to [e-mail].

ABOUT NEW WESTMINSTER SCHOOLS

As one of the fastest growing districts in Metro-Vancouver, New Westminster Schools (NWS) works hard to support a diverse and closely connected community of students, staff, and families throughout its schools. The Districts 1,000 teachers and staff serve 7,500 students across eight elementary schools, three middle schools, one high school, three alternate programs, two Provincial Online Learning options, and continuing education. For younger learners, the District offers StrongStart programs, childcare options, and a pilot pre-school.

NWS is passionate about innovation and strives to create learning opportunities and environments that support and inspire all students, staff, and families in the community. Through collaboration, the District is transforming learning experiences, to ensure that NWS is a place where everyone loves to learn.

NWS is deeply committed to building meaningful relationships, as we work to address the barriers that some people in our school communities face. This includes actively working to address issues around diversity, inclusion, equity, anti-racism, mental health and wellbeing, and food security for students and families.

New Westminster Schools recognizes and acknowledges the Qayqayt First Nation, as well as all Coast Salish peoples, on whose traditional and unceded territories we live, we learn, we play and we do our work.

Learn more about New Westminster Schools at www.makeafuture.ca/new-westminster or newwestschools.ca.