Executive Assistant - Records and Privacy

Grande Prairie & District Catholic Schools; Grande Prairie; On-site; CAD 60,000 - 72,000; Full time

Job summary

Grande Prairie & District Catholic Schools is inviting applications for the Executive Assistant, Records and Privacy. The role provides high‑level executive and records management support to the Secretary Treasurer and senior leadership, coordinating the Division’s information governance program and privacy compliance.

Reporting to the Secretary Treasurer, the incumbent will handle confidential information, support policy development, and assist with contracts and governance documents while

Qualifications

• Diploma in office administration with at least five years of related experience.
• Strong knowledge of records management, archival practices, and information governance.
• Knowledge of POPA and ATIA.
• Experience developing policies, procedures, and administrative processes.
• Advanced proficiency with Microsoft 365, SharePoint, and electronic document management systems.

Responsibilities

• Leads the Division’s records and information management program, ensuring compliance with POPA, ATIA, Division policies, and records management best practices.
• Develops, implements, and continuously improves administrative systems, procedures, and operational processes.
• Manages highly confidential and sensitive information with discretion, professionalism, and integrity.
• Serves as a key liaison between the Division and internal and external stakeholders.
• Establishes and maintains strong relationships with all stakeholders.
• Act as the Division’s Privacy Officer and Access to Information Coordinator.
• Prepares, reviews, and coordinates files, correspondence, reports, agreements, and other documentation.
• Assists in the development, implementation, and review of Division policies, administrative procedures, and governance documents.
• Perform other duties as assigned.

Skills

Records management

Policy development

Stakeholder liaison

Discretion and integrity

Education

Diploma in office administration

Tools

Microsoft 365

SharePoint

Electronic document management systems

Digital records management practices

Job description

Applications are invited for:

Executive Assistant, Records and Privacy

Full-Time (35 hours per week and Out of Scope)

Grande Prairie & District Catholic Schools covers a geographical area that includes the regional communities of Grande Prairie, Beaverlodge, Sexsmith, and Spirit River. We are a team of 650 staff who provide quality teaching and learning experiences for approximately 5400 students.

Position Overview

Reporting to the Secretary Treasurer, the Executive Assistant provides high-level executive, administrative, records management, and privacy support to the Secretary Treasurer and senior leadership team. The position is responsible for coordinating the Division’s records and information management program, ensuring compliance with applicable privacy and access legislation, managing confidential information, supporting policy and administrative processes, and assisting with contracts, legal matters, and special projects. The position serves as a key resource for records management, privacy, and access to information matters across the Division.

Specific responsibilities include, but are not limited to:

• Leads the Division’s records and information management program, ensuring compliance with the Protection of Privacy Act (POPA), Access to Information Act (ATIA), Division policies, and records management best practices
• Develops, implements, and continuously improves administrative systems, procedures, and operational processes.
• Manages highly confidential and sensitive information with discretion, professionalism, and integrity.
• Serves as a key liaison between the Division and internal and external stakeholders.
• Establishes and maintains strong relationships with all stakeholders
• Act as the Division’s Privacy Officer and Access to Information Coordinator
• Prepares, reviews, and coordinates files, correspondence, reports, agreements, and other documentation.
• Assists in the development, implementation, and review of Division policies, administrative procedures, and governance documents.
• Perform other duties as assigned

Desired Qualifications and Experience

• Diploma in an area related to office administration plus five years of directly related experience
• Strong knowledge of records and information management principles, records retention, archival practices, and information governance.
• Demonstrated knowledge of Alberta’s Protection of Privacy Act (POPA) and Access to Information Act (ATIA).
• Experience developing policies, procedures, and administrative processes.
• Knowledge of the Alberta Education Act and related regulations.
• Advanced proficiency with Microsoft 365, SharePoint, electronic document management systems, and digital records management practices.

Salary range commensurate with relevant qualifications and experience: $60,000 - $72,000/year, with an excellent benefits and pension package. Incremental progression along the salary grid annually, subject to satisfactory evaluation and approved by the Superintendent of Schools.

A recent Police Information Check will be required if you are the successful applicant.

The position will remain posted until a suitable applicant is found. Only those applicants who are short-listed for an interview will be contacted.