Executive Assistant Board of Trustees
Executive Assistant Board of Trustees
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1 Vacancy
Job Description
Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students professional learning opportunities a flexible health benefits package and a workplace that embraces diversity Then we are the place for you!
Who we are and what we value:
Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove Stony Plain Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12000 rural and urban students among 23 sites including outreach schools and alternative education programs.
Our values are what guide us. We strive for learning opportunities that are purposeful essential relevant authentic and responsive while aiming for excellence in achievement. PSD also values trustworthy respectful relationships that promote resilience as students and staff work towards our Ultimate Goal: Student Success & Wellbeing.
Parkland School Division has a regular fulltime 1.0 FTE) Executive Assistant Board of Trustees position available atCentre for Education inStony Plain Alberta.
The successful candidatewill provide professional and efficient and high level administrative and technical support while maintaining confidentiality and professional interactions with staff management and the public. You will report to the Superintendent and provide support to the Board of Trustees. It is essential that you areeffective at time management with the ability to complete tasks with short deadlines in a demanding environment.
The successful candidate must also be able to collaborate with and provide support to the other Executive Assistants in a team based environment involving various projects and initiatives for Parkland School Division.
Typical Duties:
Specific Administrative Duties
Preparing and Organizing all Governance related meetings including Board Meetings Organizational Meetings Special Meetings and Committee Meetings:
Preparing agendas coordinating agenda review meetings arranging delegations and presentations drafting Board recommendations serving as the recording secretary assigning and distributing postmeeting tasks.
Coordinating meeting schedules for the Superintendent and Trustees as well as preparing work plans and other documents for the annual Organizational meeting
Review and edit reports documents and correspondence for format grammar and content before executive signatures or Board presentation
Posting approved and signed Board minutes to Rally the Division website
Ensuring Governance records and electronic filing are current and compliant with Division Record Management
Preparing and recommending Board Policy revisions in coordination with the Policy Review Committee drafting documents for review and publishing approved policy to Rally
Make recommendations regarding Board Annual Work Plan as well as Advocacy plans.
Assisting with Board Budget management
Analyzing administrative reports data and other sources to make recommendations that inform processes for the Board and the office of the Superintendent
Preparing and Publicly Disclosing Board and Superintendent Expenses (quarterly)
Preparing individual Trustee professional development and travel reports for Trustees (quarterly)
Verifying reviewing and coding invoices expense claims visa expenditures and assisting with financial forecasts.
Coordinating Oaths of Office (Swearingin) ceremonies
Organizing numerous Board events Coordinating logistics agenda creation hotel bookings meeting rooms and catering
Organizing annual joint meetings with municipalities and education partners
Organizing and preparing venue bookings invitations and agenda materials for various stakeholder engagements including Education Planning Day
Managing professional development and conference preparations booking hotels and/or travel arrangements completing registrations
Managing Trustee and Executive Team invitations and RSVPs and coordinating calendars for Christmas concerts festivals awards ceremonies graduation ceremonies etc.
Organizing school tours for Trustees as requested
Maintaining and updating multiple contact lists for email distribution
Maintaining School Council meeting schedules in coordination with schools for Trustee attendance
Coordinating Award Nominations (i.e.Edwin Parr) processing nominations coordinating selection committee meetings compiling nominee information meeting submission deadlines
General Administrative Duties
Providing administrative and office management support to the Trustees and Superintendent as directed
Coordinating communication and maintaining a positive and professional image between the Office of the Board of Trustees and other government levels division management schools and stakeholders
Meeting demands of ongoing activities and special projects while maintaining a high level of service.
Maintaining professional decorum (tact diplomacy) and integrity at all times.
Providing direction on issues that require immediate responses.
Ensuring telephone calls mail letters and/or visitors are screened in a timely manner.
Answering routine/nonroutine questions obtains and provides information.
Composing correspondence reports and presentations and proofreads documents.
Interacting with internal and external clients to foster communication between parties.
Ensuring all meeting details (speaking notes/presentations room bookings agendas required background documents minutes catering and communication with attendees set up and take down are managed in an efficient manner).
Preparing travel arrangements.
Preparing agendas and minutes.
Prepare expense reports.
Performing research and gathering background information as required.
Providing administrative support to Board committees and events.
Maintaining project files ensuring accurate and current information.
Assisting team members and other duties as required.
Qualifications:
Minimum 2year Business School Diploma or Certificate.
6 years of related experience desired.
Experience working in a legal setting /paralegal experience is an asset.
Experience in Contract Interpretation and Administration is an asset.
Experience working with Senior Management/Vice President/Board of Directors.
Experience working in a school board/ government atmosphere.
Excellent interpersonal and communication skills (written and oral).
Intermediate computer proficiency in PowerPoint Word Excel Google Applications and other programs in preparation of correspondence documents and/or presentations; efficiently creates charts graphs tables and text slides; responsible for formatting consistency and accuracy on timesensitive documents.
Demonstrated high degree of confidentiality.
Thrives in a team environment.
Works independently to manage timing and action plans for completing department functions and preparing correspondence reports and other documents ahead of need.
Problem solving and responding with intelligent decisions while utilizing good judgment.
Organized with strong attention to detail.
Selfmotivated and willing to take initiative.
Demonstrated ability to handle and prioritize multiple tasks work in a fastpaced environment.
Detailed understanding of administrative/office management principles and practices organizational operations and procedures and record keeping practices.
Equivalencies will be considered.
This position requires a current clean criminal record check and child intervention record check
Hours of work: 37.5 hours/week (Monday Friday)
Salary: Commensurate with experience and qualifications
This is a regular 12month out of scope NonUnion Group (NUG) position.
ONLY ONLINE APPLICATIONS SUBMITTED THROUGH APPLY TO EDUCATIONWILL BE ACCEPTED.
How to Apply:
Applying is a twostep process. First you must register and create a portfolio then you must apply to the job posting by following the steps below:
- Click the position title of the job that you wish to apply to and then scroll down to the bottom of the page and click APPLY.
- Jobs that you have applied to will appear under the Jobs Applied To tab in the Job Postings section. You will also receive a confirmation email.
For technical support while applying to a position online please contact our service provider for assistance:
Apply to Education
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Email:
Hours: 5:30am5:00pm Monday through Friday
Employment Type
Full-Time
