Executive Assistant - School Operations

Halton District School Board; Burlington; On-site; CAD 63,000 - 76,000; Full time

Job summary

A regional educational institution in Burlington is seeking an Executive Assistant to provide administrative support to school operations. This role involves managing day-to-day operations, communicating with various stakeholders, and ensuring smooth functioning of departmental activities. Ideal candidates have strong organizational skills, proven technology proficiency, and a background in a school office environment.

Qualifications

• Experience in a school office environment.
• Ability to maintain confidentiality while providing administrative support.
• High emotional intelligence and strong interpersonal skills.

Responsibilities

• Provide administrative support to the Superintendent(s) and manage day-to-day operations.
• Research, analyze, and synthesize material on behalf of the Superintendent(s).
• Coordinate travel arrangements and accommodations.

Skills

Proven technology skills in productivity software (e.g., MS Office)

Excellent managerial and organizational skills

Strong oral and written communication skills

Customer service focus

Education

Post-secondary diploma or degree with four or more years of work experience

Tools

MS Office

G-Suite

Job description

Overview

Position : Executive Assistant - School Operations

Salary : Band 3 - $63331 - $75523

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

Work Schedule : 35 hours / week 12 months / year

Start Date : As soon as possible.

Position Summary

The Executive Assistant School Operations provides administrative support in all operational matters to the Superintendent(s), System Principal(s), Associate Director and/or Director; manages budgets, problem solves and provides a departmental communication link for supervisors’ portfolio work. Administers and coordinates departmental functions and special events; monitors, prioritizes and balances workload within the School Operations team to ensure adequate resources to meet deadlines; acts as liaison and collaborative team player in a positive work environment. The Executive Assistant is the front line contact for the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director.

Key Responsibilities

• Manages day-to-day operations of Superintendent(s) and/or System Principal(s).
• Manages multiple initiatives and coordinates day-to-day operations including scheduling of meetings and managing online calendars.
• Responds to inquiries and concerns of the public, staff, parents, students, trustees, agencies and the Ministry of Education in a knowledgeable, tactful and supportive manner, identifying matters that require personal or urgent attention of the supervisor.
• Manages Out of Area Transfers, Home Schooling, Home Instruction processes and inquiries as well as out of catchment reporting.
• Researches, analyzes and synthesizes material on behalf of the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director on a variety of matters.
• Researches and integrates data related to issues for the Family of Schools or departments function.
• Completes special projects as assigned.
• Composes a wide variety of written materials (e.g., correspondence, agendas, event programs, reports).
• Tracks completion/submission of required forms and plans (e.g., excursions, SIPSA, fundraising, suspensions, etc.).
• Manages and maintains annual budget(s) expenditures and reviews for accuracy of the Superintendent(s) and/or System Principal(s) responsibilities.
• Prepares reports and forms, completes journal entries, purchase orders, cheque requisitions and deposit of cheques/cash.
• Monitors school budgets and tracks spending trends (e.g., RFF, cheque requisitions, Purchasing Cards, expenses).
• Reconciles expenses and prepares reimbursement submissions by maintaining multiple databases.
• Coordinates the Superintendent(s), System Principal(s), Executive Officer(s), Associate Director and/or Directors’ obligations to the Board and committees and external professional organizations.
• Acts as a liaison between parents, members of the public, staff and external vendors as required.
• Attends meetings at the request of the supervisor and takes minutes as required.
• Executes tasks related to the coordination of special events, conferences, meetings, communications, boundary reviews and projects.
• Books internal and external venues, arranges catering and adds events to Professional Learning.
• Coordinates travel arrangements and accommodations.
• Maintains a collaborative office environment focused on customer service.
• Attends evening meetings and occasionally works on weekends as required.
• Participates in ongoing professional development.

Qualifications

• A post-secondary diploma or degree with four or more years of work experience in a related field; experience in a school office environment.
• Proven technology skills in productivity software (e.g., MS Office) and online collaboration tools (e.g., G-Suite).
• Ability to maintain the highest level of confidentiality while providing administrative support.
• Excellent managerial and organizational skills with an ability to multitask.
• Strong oral and written communication skills.
• High emotional intelligence and strong interpersonal skills.
• Customer service focus.
• Highly effective time management skills with the ability to prioritize workload.
• General finance and accounting principles.
• Strong problem solving abilities; ability to work independently and as part of a collaborative team.

Preferences

• Proficiency in online and software applications such as Sparkrock, Aspen, iSYS Staffing Plus, myReports and MVal.
• Familiar with current educational issues, curriculum and program at local and provincial levels including Ministry of Education initiatives.
• Familiar with understanding and interpreting Board Policies and Administrative Procedures.
• Models a culture of equity and inclusion in support of student and staff well-being.
• Orally proficient in more than one language.

Application deadline : Applications along with your resume and other supporting documents must be submitted through Apply to Education by 4:00 pm on Friday August 22, 2025.

Additional Information

Job Category : Management & Professionals - Job Code #

We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Short-listed applicants will be contacted through the email address provided on the Apply To Education profile page. First consideration will be given to qualified applicants from the employee group in which the vacancy occurs.

Equity and Accommodation

Accommodation : Upon request we provide reasonable accommodations for candidates who have disabilities or require accommodations during the recruitment process.

Wellness : The HDSB is committed to providing a respectful and healthy work environment.

Employer information:

The section includes questions from Ontario’s Anti-Racism Data Standards. Personal information collected on this form is used in accordance with applicable privacy and equity policies. Information provided may be shared with the hiring team for the purpose of evaluating candidates.