Executive Assistant to the Secretary-Treasurer

The Cowichan Valley School District invites applications for the position of Executive Assistant to the Secretary - Treasurer.

The Region

Situated in the beautiful Cowichan Valley on southern Vancouver Island the Cowichan Valley School District is located between Victoria and Nanaimo. The Cowichan Valley School District extends north to Saltair south to Spectacle Lake on the Malahat and west to the Lake Cowichan region. We are honoured to be learning on the ancestral and unceded territories of the Cowichan Malahat Stzuminus Penelakut Halalt Tsuubaa-asatx and Lyackson peoples. The District serves a student population of approximately 8 3 00 students of which 1 6 00 identify as Indigenous. The School District has 23 school sites and an annual budget of over $1 32 million. Further information regarding the School District can be obtained at .

Position Summary

The Executive Assistant provides support to the Secretary-Treasurer by efficiently and effectively handling the administrative duties and responsibilities of the Office of the Secretary-Treasurer and the Board of Education in all matters pertaining to the Boards corporate affairs Board meeting agendas and meeting minutes. The Executive Assistant demonstrates sound judgement and tact in dealing with Trustees district staff and the general public on a variety of matters. Access to classified information in files records and through attendance at meetings requires the Executive Assistant to maintain a high level of confidentiality.

Responsibilities

• Acting as recording secretary at all meetings of the Board of Education.

• Preparing official minutes of Board meetings for review by the Secretary-Treasurer and adoption by the Board using eScribe 6.

• Preparing meeting highlights for electronic transmission to schools after meetings.

• Preparing agendas acting as recording secretary and transcribing minutes for various Board committee meetings.

• Manage complex calendars correspondence travel and meeting logistics for the Secretary-Treasurer and the Board of Education.

• Maintain official Board records and ensure compliance with the School Act Board Policies and FOIPPA and that all reporting requirements are met.

• Preparing various reports and other documents using Microsoft Office software and performing a wide variety of administrative tasks requiring independent judgement and action.

• Composing routine and non-routine correspondence without direction for signature by the Secretary-Treasurer and Board Chair.

• Preparing necessary correspondence and other documentation resulting from meetings of the Board and Board committees.

• Preparing confidential documents required by the Secretary-Treasurer for use in their role as a member of the Board committees including memos agreements draft policies regulations and bylaws.

• Assisting with planning/coordinating district events and providing on-site support.

• Maintaining the electronic master of the School District Policy Manual arranging for publishing and distribution of new or revised policies regulations and bylaws.

• Maintaining records and files for the finance and administration department and corporate affairs of the Board.

• Responding to requests for information complaints and issues from trustees senior management school district personnel education partners local and provincial governments and outside agencies and referral to appropriate senior staff member as required.

• Performing a wide variety of administrative tasks requiring independent judgement and action.

• Arranging registration travel and accommodation requirements for attendance at meetings and conferences by trustees and the Secretary-Treasurer.

• Other duties as assigned by the Secretary-Treasurer .

Q ualifications

• Grade 12 supplemented by post-secondary education in administrative/business program at a recognized institution. Equivalent experience will be considered.

• Minimum of 5 years recent and relevant Executive Assistant experience with evidence of progressively responsible positions.

• Well-developed minute-taking and agenda preparation skills including office experience working in a confidential capacity.

• Ability to identify and understand the sensitive and confidential nature of all types of materials.

• Superior secretarial analytical organizational interpersonal and communication skills.

• Ability to set priorities work independently adapt processes and procedures manage multiple projects analyze data and prepare correspondence and reports.

• Flexibility innovation and the ability to work independently and as a member of a team.

The salary range for this position is $69159-$86449 per year including a comprehensive benefits package and Municipal Pension. For further information about this exciting career opportunity please contact Jason Sandquist Secretary-Treasurer at e xt. 2 01 .

How to Apply

Applications should include a cover letter a detailed personal résumé with three supervisory references transcripts and any other relevant supporting documentation. Please submit all documents in one PDF file.