Executive Assistant - Educational Services

The Vancouver School Board welcomes applications for the position of:

Executive Assistant - Educational Services

Salary Range:$83,785 to $98,570

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/ .

Position:

We are looking for an organized and dedicated Executive Assistant to provide comprehensive administrative support to two Associate Superintendents and three Directors of Instruction. This role involves supporting various Educational Services portfolios with a focus on elementary schools. This position requires flexibility, professionalism, confidentiality, attention to detail and the ability to work in a fast-paced environment.

Responsibilities:

• Primary contact for the Elementary Educational Services team; within the organization, with inherent rights holders, stakeholders and with community organizations.
• Provide proactive, complex and confidential administrative support to the Associates and Directors of Instruction.
• Prepare draft of briefs, summaries, reports, and presentations.
• Ensure the integrity of reports, letters, memos, and presentations through drafting, editing, formatting, and proofreading.
• Review and coordinate presentations, create materials, and act as recorder for the Education Plan Committee.
• Efficiently and expertly use a variety of technology tools to support processes, procedures, and communication.
• Review complex correspondence on behalf of the Associate Superintendents from various internal and external sources and draft appropriate responses.
• Manage the Associate Superintendents’ calendar, schedule appointments, and coordinate travel arrangements.
• Coordinate and schedule meeting a variety of meetings, including logistics such as venue setup, catering, invites, agenda preparation, and distribution of materials.
• Manage budgets and expenses and monitor spending in the Educational Services department specific to the Associate Superintendents and Directors of Instruction.
• Order supplies, review invoices, prepare expense reports and mileage, reconcile credit card spending, secure approvals, and liaise with Finance to ensure timely payment of invoices and expense reimbursement requests.
• Work collaboratively with the Education Services team and other VSB Departments and perform other duties related to the job as required.
• Handle sensitive and confidential matters with discretion and professionalism.
  
  
  

Qualifications and Skills:

• Bachelor's degree in a relevant field or equivalent combination of education and experience.
• Proven experience as an Executive Assistant or similar role, preferably supporting senior executives.
• Experience in managing budgets.
• Experience in a large public sector, multi union environment is an asset, with experience in the education sector preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities to meet deadlines in a fast-paced educational environment.
• Excellent written and verbal communication skills, with exceptional attention to detail.
• Proficiency in document management, record-keeping and minute-taking.
• Proficient in using office productivity software and other relevant tools.
• Ability to handle sensitive and confidential information with discretion; political astuteness required.
• Strong interpersonal skills, with the ability to interact professionally with senior leaders, staff, parents/guardians, Board members, inherent rights holders and stakeholders.
  
  
  

Join our team and contribute to the success of the Educational Services Department at the Vancouver School Board. This is an opportunity to work in a dynamic educational environment where your skills and contributions will make a significant impact. If you are an organized and detail-oriented professional with a passion for education, we invite you to apply. Please submit your resume and a cover letter highlighting your qualifications and interest in the position.

Additional Compensation information:

Benefits: Municipal Pension, Vancouver Employee Savings Plan (additional 2% of base salary), Extended Health, Dental, Group Life, Long Term Disability, 20 Paid Sick days accrued each calendar year, 20 paid vacation days each calendar year (25 after 6 years of service), potential up to 4 days paid Gratuity, five bonus supplemental paid vacation days after 11 years of employment every five years, and overtime for minute taking for evening Trustee, Committee and Board meetings.

Your application must include:

• Cover letter
• Resume
• 3 Professional References (supervisors only)
• A copy of your Work VISA or PR Card (if you are not a Canadian Citizen)
  
  
  

Applications will be accepted until 4:30pm, May 6th.

HOW TO APPLY:

• Register on Make a Future: http://www.makeafuture.ca
• Create a profile under “Management and Professionals”
• Click on Job Postings then click Search
• Select the Job you are qualified for
• Answer ALL job posting questions then click Apply
• Upload ALL supporting documents
• You will receive a confirmation email once your application has been submitted.
• Only candidates who are fully qualified will be considered for this position.
• Applicants will be contacted directly if we are interested in moving forward or if an application requires additional information.
  
  
  

Additional 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 recruitment@vsb.bc.ca.