Strategic Executive Assistant to District Leadership

School District #40 (New Westminster); New Westminster; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Pension

Full benefits

Job summary

New Westminster Schools is seeking an Executive Assistant to provide confidential, senior-level administrative support to the District’s Senior Management Team at the District Office. The role involves preparing materials for meetings, coordinating calendars, and ensuring timely submission of reports and correspondence.

The successful candidate will excel in organization, communication, and service orientation, with readiness to work evenings as needed and to manage sensitive information with

Qualifications

• Completion of a Business Administration program, Bachelor’s Degree or equivalent education combined with relevant work experience.
• Five years’ relevant experience in a progressively more complex administrative support role, preferably in a public sector or large complex organization
• Self-starter with ability to work independently under minimal supervision
• Proficient using MS Office and other relevant computer software is required.
• Experience with website design and maintenance, and a variety of publishing, facilitation and planning software
• Ability to take accurate notes and minutes at meetings including formal Board meetings
• Exceptional interpersonal and communication skills
• Strong writing skills, including grant writing and report presentation
• Ability to organize and prioritize a wide range of duties effectively and efficiently, and to work accurately under pressure with frequent interruptions
• Willingness to work longer hours on short notice as necessary to complete tasks to deadline

Responsibilities

• Prepares correspondence, documents, presentations, materials, reports, forms, agendas and minutes of committee/district leadership meetings; prepares research to support the development of related materials to inform the Senior Management Team decision-making
• Composes and distributes internal communications to Principals regarding policy, practices and procedures, responds to written and verbal enquiries
• Manages functions, organizes meetings, prepares materials, coordinates dates and times, maintains confidential files, and organizes training sessions for district personnel on specific functions.
• Provides confidential administrative support to the assigned Team members
• Anticipates workflow and assists the Team to maintain high quality and timely presentations and document submission
• May be assigned to take minutes at Board of Education meetings as required; must be able to work evenings
• Designs and develops handbooks, brochures and handout materials, including materials and support for the Team
• Coordinates budget and completes department accounting and reporting
• Manages processes for various programs including Programs of Choice, Early Development Instrument and Foundation Skills Assessments. Coordinates materials, assists teachers to manage computerized processes, data input and communication of results
• Assists in coordination, development and implementation of administrative policies and procedures
• Analyzes incoming and outgoing documents for action, coordinates preparation and submission of reports and drafts routine correspondence, procedures and other documents
• Conducts research, organizes data and prepares data displays for District use
• Researches professional development materials as required
• Liaises with staff, schools, Ministry officials, publishers and others to inform District processes
• Maintains database and documentation
• Interacts with parents and guardians
• Orders educational software and maintains licensing agreements to ensure legal compliance

Skills

Customer service

Interpersonal skills

Organization

Written communication

Independent work

Note taking and minutes

Flexibility/availability

Education

Business Administration program, Bachelor's Degree or equivalent

Tools

MS Office

Publishing/planning software

Website maintenance

Job description

New Westminster Schools is seeking an Executive Assistant to provide confidential, senior-level administrative support to the District’s Senior Management Team at the District Office. The role involves preparing materials for meetings, coordinating calendars, and ensuring timely submission of reports and correspondence.

The successful candidate will excel in organization, communication, and service orientation, with readiness to work evenings as needed and to manage sensitive information with