Executive Assistant (Casual Pool)

Vancouver School Board; Vancouver; On-site; CAD 5,363,000 - 7,639,000; Full time

Job summary

Vancouver School Board is seeking highly organized, professional individuals to join our Casual Executive Assistant Pool in Vancouver. You will provide confidential executive-level administrative support to the Secretary-Treasurer, Superintendent, and other senior leaders on an as-needed basis.

Casual assignments may cover absences, vacations, temporary vacancies, or periods of peak demand. Regular hours are 8:30 a.m.

Qualifications

• Diploma or certificate in Business Administration, Office Administration, Public Administration, or related field, or equivalent experience.
• Experience providing executive or senior-level administrative support.
• Strong organizational and time-management skills; able to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication; professional correspondence, reports, and meeting materials.

Responsibilities

• Provide confidential executive-level administrative support to senior leaders.
• Manage calendars, schedule meetings, coordinate logistics, and arrange travel or registrations.
• Prepare, format, edit, and proofread correspondence, reports, presentations, and briefing materials.
• Organize meetings and board/committee materials, take minutes, and follow up on actions.
• Maintain confidential records in line with policies and legislation.
• Coordinate expenses, invoicing, and other admin processes.
• Support special projects and organizational priorities, building relationships with stakeholders.

Skills

Executive support

Time management

Organizational skills

Communication skills

Meeting coordination

Minutes and records

Microsoft Office

Interpersonal skills

Discretion

Adaptability

Education

Business Administration diploma/certificate

Tools

Microsoft Office Suite

Outlook

Job description

The Vancouver School Board welcomes applications for: Executive Assistant (Casual Pool) Hourly Rate: $47.19 (plus 18.2% in lieu of benefits if not contributing to MPP, or 12.2% in lieu of benefits if contributing to MPP)

Open Until Filled

With deep gratitude and respect, we are honoured to be learning and unlearning on the ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwxwú7mesh Úxwumixw (Squamish Nation) and səlilwətaɬ (Tsleil-Waututh Nation).

At the VSB, we are proud to provide exceptional learning experiences for students. As a large, urban school district, the VSB is one of Canada’s most diverse school systems and equity and inclusivity are at the forefront of our approach to education.

Throughout the District, more than 7,700 staff work to create learning environments where every student thrives by prioritizing students’ needs, applying evidence-informed practices, and building relationships. The VSB’s culture reflects the diversity of our city. Students enrolled in VSB come from varied backgrounds and lived experiences and are encouraged to explore and share their unique selves and gifts. Our commitment to students goes beyond academics with students’ overall well-being and sense of belonging being equally important. As an organization, we strive to build a school system where every student can be their authentic self and succeed throughout their learning journey. In doing this work, we champion equity and accountability by making evidence-based decisions. As a learning organization, humility is our guidepost as we work to continually improve student outcomes in service to them, their families, and the broader community. For more information about our school district, visit: https://www.vsb.bc.ca/.

Join Our Casual Executive Assistant Pool

The Vancouver School Board is seeking highly organized, professional, and adaptable individuals to join our Casual Executive Assistant Pool.

Successful candidates will provide confidential executive-level administrative support to the Secretary-Treasurer, Superintendent, and other senior leaders on an as-needed basis. Casual assignments may provide coverage for employee absences, vacation periods, temporary vacancies, special projects, and periods of increased operational demand.

This opportunity is well suited to experienced Executive Assistants who enjoy supporting senior leaders, managing competing priorities, and contributing to meaningful public service work while maintaining flexibility in their schedules. Candidates selected for the pool may be considered for future casual and temporary executive support opportunities as they arise.

Hours of Work: This role is casual, on-call, and 100% in-office at the Education Centre in Vancouver. Regular hours of work are Monday to Friday, 8:30 a.m. – 4:30 p.m., with occasional evening meetings. The number of hours per week is subject to the assignment and operational requirements; work is sporadic and does not guarantee full-time or permanent placement.

Typical Assignment Lengths: Assignments may range from one day to several weeks or months depending on operational requirements.

Why Join VSB?

• Support senior executives in one of British Columbia's largest public education organizations.
• Gain experience in executive administration, governance, and public education.
• Contribute to initiatives that support student success and community well-being.
• Work in a professional, collaborative, and respectful environment.
• Build experience and relationships across the organization.
• Access a variety of short-term and temporary assignments based on operational needs.

Key Responsibilities

Depending on the assignment, responsibilities may include:

• Providing proactive and confidential executive-level administrative support to senior leaders.
• Managing complex calendars, scheduling meetings, coordinating logistics, and arranging travel or conference registrations.
• Preparing, formatting, editing, and proofreading correspondence, reports, presentations, briefing materials, and other executive documents.
• Organizing and supporting Board, committee, leadership, and other meetings, including agenda preparation, distribution of materials, minute-taking, and follow-up actions.
• Managing executive communications and responding to inquiries professionally and promptly.
• Maintaining accurate official and confidential records in accordance with Board policies, procedures, and applicable legislation.
• Coordinating expenses, invoice processing, reconciliations, events, and other administrative processes.
• Assisting with special projects, leadership initiatives, and organizational priorities.
• Building effective working relationships with trustees, employees, government representatives, Indigenous rights holders, community partners, and other interest holders.
• Handling sensitive and confidential matters with discretion, sound judgment, and professionalism.
• Providing coverage for executive support functions and performing other related duties as assigned.

Qualifications and Skills

We are interested in candidates who bring:

• A diploma or certificate in Business Administration, Office Administration, Public Administration, or a related field, or an equivalent combination of education, training, and experience.
• Experience providing executive or senior-level administrative support.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, including experience preparing professional correspondence, reports, presentations, and meeting materials.
• Experience coordinating meetings, taking minutes, and maintaining records.
• Advanced proficiency with Microsoft Office Suite and related business applications.
• Excellent interpersonal skills and the ability to establish positive working relationships with individuals at all organizational levels.
• Sound judgment, professionalism, and the ability to manage sensitive and confidential information with discretion.
• The ability to adapt quickly to changing priorities and work effectively in a fast-paced environment.

Assets

• Experience supporting executives, boards, elected officials, or other senior decision-makers.
• Experience in a public sector, education, government, or multi-union environment.
• Experience supporting governance processes, Board meetings, or committee administration.

What Success Looks Like

Successful candidates will be recognized for professionalism, reliability, exceptional attention to detail, strong service and relationship-building skills, initiative, adaptability, sound judgment, and a consistent commitment to confidentiality.

Commitment to Equity and Inclusion

The Vancouver School Board is committed to creating a diverse and inclusive workforce that reflects the communities we serve. We encourage applications from members of equity-deserving groups and individuals with diverse backgrounds, identities, abilities, and lived experiences.

The VSB has approval from the BC Human Rights Tribunal for a Special Program under section 42(3) of the Human Rights Code. Under this special program, applicants may voluntarily provide information about whether they self-identify as an Indigenous person.

Collection and Use of Personal Information

As a public body, the personal information provided in this application is collected and used by the Vancouver School Board (“VSB”)in accordance with section 26(c) of the Freedom of Information and Protection of Privacy Act (“FIPPA”), RSBC 1996, c.165, as amended. This information will be used by VSB staff for the purpose of evaluating your qualifications, experience, and suitability for this position. It may also be used to verify the information provided, conduct reference checks, and/or contact you about next steps in the job competition. Pursuant to section 30 of FIPPA, the VSB takes reasonable security measures to protect the personal information within its custody and control, including what has been provided in this application. Should you have any questions about the collection and use of your personal information, please email [e-mail].