Executive Assistant to Learning Services

Northern Gateway School Division; Whitecourt; On-site; CAD 65,000 - 73,000; Full time

Job summary

Northern Gateway Public Schools invites applications for a full-time Executive Assistant to Learning Services at the Whitecourt division office. This role provides administrative support to the Learning Services team and handles confidential information, student funding processes, and communications with schools and families.

The successful candidate will manage budgets, assist with program coordination, and support policy/operations tasks while working under the Directors’ supervision.

Qualifications

• Grade 12 diploma with administrative/computer courses or equivalent experience.
• Background in office procedures, basic accounting and budget reconciliation preferred.
• Proficient in MS Office and Google Suite with strong written/verbal communication.

Responsibilities

• Screen calls and visitors; manage appointments and agendas.
• Oversee tracking and database management for funding programs.
• Maintain confidential student files and assist with budget updates.
• Set up meetings, workshops, and regional service partnership events.
• Prepare materials and support basic reception tasks as needed.

Skills

Communication

Organizational

Time management

Independent work

Education

Grade 12 diploma

Tools

Microsoft Word

Microsoft Excel

Google Suite

Job description

Job Advertisement: Executive Assistant to Learning Services

Organization: Northern Gateway Public Schools

Location: Whitecourt Division Office (Whitecourt, AB)

Position Type: Full-time (1.0 FTE; Monday – Friday, 7 hours/day)

Salary: $64, 642.20 - $73,202.64 annually

Position Overview

Northern Gateway Public Schools invites applications for a full-time Executive Assistant to Learning Services at the Division Office in Whitecourt, Alberta. Reporting primarily to the Directors of Learning and Director of Learning Supports. This role provides administrative support for the Learning Services team. The successful candidate will manage sensitive information, assist with student funding programs, and communicate directly with schools, parents, and community organizations.

Key Responsibilities

• Administrative & Executive Support: Screen calls and visitors, manage appointments and agendas, handle written correspondence, and provide initial information to principals, staff, and the public.
• Specialized Student Funding Support: Oversee tracking, monitoring, and database management for Special Education Grants, Program Unit Funding (PUF), and provincial/federal student support programs under the Directors' supervision.
• Record & Budget Management: Maintain confidential student files, process forms, code invoices, track expenditures, and assist with draft budget updates.
• Program Coordination: Assist in setting up meetings, workshops, and seminars for initiatives and regional service partnerships.
• Policy & Operations Support: Prepare meeting materials, retrieve documents for record retention or requests, and support basic reception/office tasks when needed.

Qualifications & Skills

• Education & Experience: Grade 12 diploma supplemented by administrative/computer courses (or equivalent experience). Background in office procedures, basic accounting, and budget reconciliation is preferred.
• Technical Skills: Strong proficiency in Microsoft Office (Word, Excel) and Google Suite.
• Core Competencies: Exceptional written and verbal communication, organizational, and time-management skills. Ability to work independently with minimal direction while handling multi-tasking in a dynamic environment.
• Professional Conduct: High degree of tact, diplomacy, and strict commitment to confidentiality.
• Knowledge: Understanding of Alberta Special Education programs, funding guidelines, and school division operations is considered an asset.

Position will remain open until a suitable candidate is found.

Candidates will be required to provide a current Vulnerable Sector Check / Criminal Record Check prior to employment. Northern Gateway Public Schools thanks all applicants; however, only those selected for an interview will be contacted.