Executive Assistant to the Regional Executive Director

Halifax Regional Centre for Education (HRCE); Dartmouth; On-site; CAD 56,000 - 71,000; Full time

Job summary

HRCE, Halifax Regional Centre for Education, is seeking an Executive Administrative Assistant to support the Office of the Regional Executive Director. This role provides confidential, proactive administrative assistance and acts as a first point of contact.

Responsibilities include calendar management, meeting coordination, drafting minutes and correspondence, budget tracking, and coordinating with senior leadership.

Qualifications

• Maintain strict confidentiality in all duties.
• Plan, prioritize and organize work independently.
• Communicate professionally with internal and external contacts.
• Prepare minutes and documents with accuracy.
• Use office technologies to support the RED office.

Responsibilities

• Provide professional, confidential support for the Office of the Regional Executive Director.
• Coordinate meetings, agendas and background information.
• Maintain calendars and scheduling.
• Write minutes and format confidential documents.
• Assist with budget tracking and travel arrangements.
• Support Corporate Secretary / In-House Legal Counsel as needed.

Skills

Confidentiality

Organizational skills

Proactive/initiative

Analytical thinking

Professional communication

Education

Undergraduate Degree

Office Administration Certificate or equivalent

Job description

Executive Administrative Assistant – Office of the Regional Executive Director

The Halifax Regional Centre for Education (HRCE) is the largest Centre for Education in Atlantic Canada with over 11,000 full-time, part-time and casual employees. Serving more than 60,000 students in 136 schools, our geographic region spans a 350 km radius.

The Executive Administrative Assistant will provide multi-faceted, administrative support to the Office of the Regional Executive Director (ORED) and reports directly to the Regional Executive Director (RED). The Executive Administrative Assistant will be the first line of contact and will provide professional, confidential and proactive support for the ORED.

The Executive Administrative Assistant shall have the ability to:

• Maintain the strictest confidentiality
• Plan, prioritize and organize work independently
• Work proactively and take initiative to recommend and incorporate efficiencies
• Use analytical skills to determine appropriate courses of action
• Maintain accuracy, flexibility, and adaptability
• Be self-motivated and work as a resourceful team player
• Exercise sound judgement, discretion and diplomacy in dealing with all matters
• Communicate internally and externally with a high level of professionalism, accuracy and confidentiality
• Write well in a variety of formats including correspondence, documents and presentations
• Utilize strong administrative skills including accuracy, attention to detail, records management, and schedule coordination
• Use the relevant technologies necessary to work in the ORED
• Apply effective project management procedures to assigned tasks, issues of compliance, and projects
• Apply knowledge, experience and commitment in the areas of race-relations, cross cultural understanding, human rights, diversity and inclusion
• Apply knowledge and understanding of a public sector educational environment
• Engage in professional development and incorporate new skills

This is a PEG (Professional Employees Group) position classified on the Education Entities Non-Union Compensation Framework at Band 5 with an annual salary range between $56,451 and $70,564, pro-rated during the length of the term.

Qualifications

• Undergraduate Degree, Certificate in Office Administration or equivalent training and experience in a support role at a senior level
• Minimum three (3) years experience in a related administrative occupation providing senior level support
• Experience in an educational environment considered an asset

Specific Job Components

The Executive Administrative Assistant shall perform those tasks assigned by the Regional Executive Director. These tasks may vary from time to time with the evolution of the organization and may include, but not be limited by the following:

• Providing professional, confidential, and proactive support for the ORED
• Using sound judgment, knowledge, and experience to complete day to day administrative duties
• Working closely with the RED to coordinate and manage priorities
• Communicating on behalf of the ORED
• Using current technologies to support the ORED with documents, presentations, and communications
• Scheduling meetings, preparing agendas and assisting with background information and other details for meetings
• Maintaining calendars for efficient schedules
• Participating in a variety of meetings and following through on action items
• Writing minutes, composing correspondence, and formatting and editing documents and other confidential material
• Preparing a variety of documents
• Maintaining a filing system according to the needs of the ORED
• Tracking and reporting absences and making travel arrangements
• Procuring supplies and materials
• Tracking budget activities, preparing budget updates and ensuring payment of various expenditures
• Tracking and completing assigned tasks and projects, including matters of policy, legislative and regulatory compliance
• Taking initiative to enhance the efficiency and effectiveness of the ORED
• Attending occasional meetings beyond the regular work day
• Providing support to the Corporate Secretary / In-House Legal Counsel and the senior leadership team in the RED office
• Other duties as required

Nova Scotia's Regional Centres for Education and the Conseil scolaire acadien provincial (CSAP) are committed to an inclusive education system that supports the well-being and achievement of every student and is high-quality, culturally and linguistically responsive.

The Halifax Regional Centre for Education (HRCE) is actively working to hire individuals from under-represented groups, particularly people of African Nova Scotian, African Canadian and African ancestry and Mi'kmaw/Indigenous ancestry, to work toward equitable representation within all employee groups. Equitable hiring strengthens the knowledge and expertise in our schools, and supports our public education system in establishing schools as safe, caring, and accessible learning spaces that support all students. This will provide opportunities for students to see themselves reflected throughout their schools, learning resources, and within their learning experiences.

HRCE has a Recruitment, Selection and Hiring of Staff Policy and we actively encourage applications from under-represented groups, particularly people of African Nova Scotian, African Canadian and African ancestry and Mi'kmaw/Indigenous ancestry, in compliance with the applicable collective agreements or terms and conditions of employment.

Applicants are encouraged to complete the Diversity Management section under the Questionnaire heading in the online resume. Applicants invited to participate in the hiring process (such as an interview or testing) and who require accommodation, should discuss their request for accommodation when invited to the assessment process.

Thank you for your interest. Only those selected for an interview will be contacted.

Employment with the Halifax Regional Centre for Education is contingent upon providing a satisfactory Criminal Records Check with a Vulnerable Sector Search and Child Abuse Registry Search.