Executive Assistant

Responsibilities

• Provide high-level administrative support to multiple district executives including managing complex calendars coordinating meetings prioritizing requests and anticipating business needs.
• Serve as a trusted partner to district leadership by managing competing priorities ensuring timely follow-up on commitments and maintaining confidentiality of sensitive information.
• Lead mentor and provide day-to-day guidance to district administrative assistants fostering consistency collaboration best practices workload coordination coverage planning and onboarding support across the administrative team.
• Develop and maintain strong customer-focused relationships with executives employees clients and external stakeholders.
• Organize and coordinate meetings leadership events and special functions including scheduling logistics travel arrangements venue selection catering and distribution of materials.
• Manage executive correspondence including drafting communications presentations reports and other business documents on behalf of district leadership.
• Create maintain and continuously improve templates forms tracking tools reports and spreadsheets to support operational efficiency.
• Coordinate and manage district-wide administrative processes ensuring compliance with organizational procedures timelines reporting requirements and document retention practices while supporting district reporting planning and executive operational needs.
• Act as a resource for administrative staff by identifying process improvements sharing knowledge and supporting professional development initiatives.
• Support confidential operational and business initiatives requiring discretion sound judgment and attention to detail.
• Provide leadership and coordination for the district administrative function ensuring consistent processes cross-training workload balancing and effective support of district operations.

Qualifications

• High school diploma required. Postsecondary degree or diploma or certificate in office administration program considered an asset.
• 7 years of progressive experience as an administrative assistant including a minimum of 5 years experience supporting senior-level managers and/or district executives.
• Demonstrated experience leading mentoring or coordinating the work of administrative professionals or support staff.
• Exceptional verbal and written communication skills with the ability to interact professionally and effectively with executive-level audiences and key stakeholders.
• Proven ability to manage multiple priorities anticipate needs exercise sound judgment and meet deadlines in a fast-paced environment.
• Strong organizational and project coordination skills with a high level of accuracy and attention to detail.
• Demonstrated ability to handle confidential sensitive and privileged information with discretion and professionalism.
• Advanced proficiency in Microsoft Office applications including Outlook Word Excel PowerPoint and Teams; construction industry knowledge is considered an asset.