Executive Assistant to the Deputy Superintendent, Program and Planning

1 week ago

St Albert Alberta TN, Calgary, Canada St. Albert Public Schools Full time

EXECUTIVE ASSISTANT TO THE DEPUTY SUPERINTENDENT, PROGRAM AND PLANNING

St. Albert Public Schools is seeking a self-motivated individual to provide confidential support services to the Deputy Superintendent, Program and Planning in a fast-paced work environment.

Hours of Work : 35 hrs /week (*may require some evening work)

*this is an out-of-scope position

*includes a comprehensive benefits package including health care, dental, vision, extended disability and HAS

*Note - this is a 10 month position

Salary: $54,166 per annum

Start Date: January 6, 2025

Deadline for Applications: December 9, 2024 at 12:00 noon

BASIC FUNCTION

To provide high-level administrative support, research expertise and assistance with committee and project management to the Deputy Superintendent, Program and Planning, the Superintendent and Curricular Services.

This full-time role requires flexibility, including occasional evening work.

RELATIONSHIPS

1. Reports to the Superintendent and the Deputy Superintendent, Program and Planning

2. Communicates with:

2.1 Division Office Administration

2.2 Division Office Support Staff

2.3 Superintendent and Executive Assistant/Board Secretary

2.4 School Principals and Administrative Assistants

2.5 Alberta Education

2.6 Board of Trustees

2.7 Partner groups

2.8 Parents/ Guardians/ Community Members

IMPACT

Effective performance in this role allows the Deputy Superintendent, Program and Planning, and the Superintendent to focus on strategic priorities by relieving them of organizational and project-related responsibilities. This includes monitoring project timelines, preparing reports and correspondence, and ensuring clear and efficient communication with the Ministry of Education and the Board of Trustees. Maintaining the highest level of confidentiality in handling sensitive matters is essential to the success of this position.

WORKING CONDITIONS

The role requires an adaptable and proactive approach to a fast-paced work environment. The successful candidate will:

Perform well under pressure and be able to prioritize tasks effectively.

Take initiative, anticipate challenges, organize assignments, work with minimum supervision.

Foster positive relationships with staff, colleagues, and external partners.

The incumbent is expected to exercise sound judgment and make responsible decisions in alignment with established procedures.

Manage multiple responsibilities while simultaneously ensuring timely and accurate completion of tasks.

Demonstrate exceptional attention to detail and maintain high standards of work quality.

Uphold discretion and confidentiality in all matters.

EDUCATION & EXPERIENCE

Completion of grade 12 supplemented by a diploma in secretarial studies or administration.

Proficient in the use of Google Suite and Microsoft Office Suite with excellent keyboard skills.

Demonstrated ability to learn new software applications and conduct online research effectively.

Excellent writing and editing skills, with attention to detail.

Strong organizational and time-management skills including the ability to prioritize tasks effectively.

Minimum of three years of experience supporting senior executives and/or working within an educational environment.

Functional knowledge of tools and systems such as iCompass, US Bank Visa, Survey Monkey, PowerSchool and related applications (e.g. Atrieve/ PASI).

RESPONSIBILITIES

Provide administrative assistance to the Deputy Superintendent of Program and Planning including:

Drafting and proofing confidential correspondence, reports, and board

documents.

Maintain calendars for the Deputy Superintendent, Superintendent, and Trustees, including scheduling, organizing, and hosting meetings, as well as following up on action items.

Conduct research by gathering, analyzing, and organizing information to support decision-making.

Ensuring the efficient and effective operation of the Superintendent and Deputy Superintendent’s office by managing reports, correspondence, central filing, dissemination of information.

Reconcile purchasing cards and maintain accurate records of department budgets.

Screen, prioritize, and manage incoming calls, emails, and mail, or delegate them as appropriate.

Protect sensitive and confidential information and provide administrative support.

protect and manage sensitive and confidential information with discretion

draft reports and correspondence on behalf of the Board, Superintendent, and Deputy Superintendent as required

coordinate schedules, calendars, and correspondence to ensure ease of workflow

manage, reconcile and process confidential expenses and credit card transactions on behalf of the Deputy Superintendent, Superintendent and Curricular Services

organize, manage registrations, travel arrangements and conference details on behalf of the Deputy Superintendent, Superintendent, Board of Trustees and Curricular Services

prepare agendas, minutes and information packages

handle invoicing, accounting transactions, grant reporting and budget tracking related to the Deputy Superintendent and Superintendent

serve as recording secretary for regular and special Board meetings as required

3. Assist in the creation, proofreading, editing, and formatting of key documents, including the Four-Year Education Plan, School/Service Department plans, materials for Partner Engagement Workshops, Emergency Preparedness resources, and other related materials.

4. Support the development, compilation, and reporting of Annual Survey Results.

5. Coordinate events on behalf of the Superintendent, Deputy Superintendent, Program and Planning and Curricular Services including Stakeholder Workshop, Student Advisory, Indigenous Graduation, Walking Together and Education Plan Presentations, Curricular Services professional learning sessions.

6. Assist with preparation of agendas and meeting packages for division committees (Admin. Council, Wisdom and Guidance).

7. Collaborate with the Associate Superintendent of Finance to ensure all required documentation for field trips is completed prior to final approval.

8. Coordinate staff registrations to seminars and conferences.

9. Respond to queries and concerns from parents/community members in a professional, courteous and confidential manner.

10. Exercise sound judgment and a deep understanding of operational requirements to adapt to shifting priorities and time-sensitive tasks.

11. Undertake other duties and responsibilities as assigned by the Superintendent and Deputy Superintendent, Program and Planning.

All completed applications received by the deadline will be considered.

However, only short listed candidates will be contacted.

  • Reclamation Superintendent

    4 days ago

    Calgary, Alberta, Calgary region, Canada Tourmaline Oil Corp Full time

    Tourmaline Oil Corp. is a Canadian senior crude oil and natural gas exploration and production company. We are focused on long-term growth through an aggressive exploration, development, production and acquisition program in the Western Canadian Sedimentary Basin.We are currently looking for a Reclamation Superintendent to join our Calgary office.Reporting...

  • Heavy Civil Superintendent

    1 week ago

    Calgary, Alberta, Calgary region, Canada SSA Recruitment Canada Full time

    Heavy Civil SuperintendentPosition: Heavy Civil SuperintendentLocation: Calgary Salary: $120K+ (experience dependent) About the Role:Our client, a leading heavy civil construction contractor specializing in earthworks, underground utilities, and land development, is seeking an experienced Heavy Civil Superintendent to join their growing team. This is a...

  • Medical Radiation Technologist I

    1 week ago

    St. Albert, Alberta, T2N, Calgary, Canada Alberta Health Services Full time

    As a Medical Radiation Technologist (MRT) I, you will perform a variety of standard technical radiological imaging examinations on patients for the purpose of disease and pathology diagnosis. You will interpret physician requisitions, prepare and assess patients for examination and produce high quality diagnostic images for Physician/Radiologist review, and...

  • Research I

    1 week ago

    St. Albert, Alberta, T2N, Calgary, Canada Alberta Health Services Full time

    The Clinical Trial Unit supports the Principal Investigators in conducting research studies at AHS/UofA and within the Edmonton zone. Embedding research, innovation and analytic capacity in the healthcare system helps ensure AHS provides patient-focused, quality healthcare to more than four million Albertans. Come be part of exciting leading-edge research...

  • Meat Cutter

    1 week ago

    St. Albert, Alberta, T2N, Calgary, Canada Loblaw Companies Ltd - Head Office Part time

    Come make your difference in communities across Canada, where authenticity, trust and making connections is valued - as we shape the future of Canadian retail, together. Our commitment to positively impact the lives of all Canadians provides employees a range of opportunities and experiences to help Canadians Live Life Well®.At Your Independent Grocer, we...

  • Executive Assistant

    4 weeks ago

    Calgary, Alberta, Calgary region, Canada Levvel Inc. Full time

    Executive AssistantContract-to-Hire RoleLocation: Onsite, CalgaryYour New JobThe Executive Assistant is responsible for providing comprehensive administrative and operational support to the senior executive group of our Client. This position requires the ability to anticipate executive level needs, think critically, and offer solutions to problems with a...

  • Découpeur de viande

    1 week ago

    St. Albert, Alberta, T2N, Calgary, Canada Loblaw Companies Ltd - Head Office Part time

    L’utilisation du masculin à pour but d’alléger le texteVenez faire votre différence dans les communautés à travers le Canada, où l'authenticité, la confiance et l'établissement de liens sont valorisés - alors que nous façonnons l'avenir du commerce de détail au Canada, ensemble. Notre engagement à avoir un impact positif sur la...

  • Produce Clerk

    1 week ago

    St. Albert, Alberta, T2N, Calgary, Canada Loblaw Companies Ltd - Head Office Part time

    Come make your difference in communities across Canada, where authenticity, trust and making connections is valued - as we shape the future of Canadian retail, together. Our commitment to positively impact the lives of all Canadians provides employees a range of opportunities and experiences to help Canadians Live Life Well®.At Your Independent Grocer, we...

  • Produce Clerk

    1 week ago

    St. Albert, Alberta, T2N, Calgary, Canada Loblaw Companies Ltd - Head Office Part time

    L’utilisation du masculin à pour but d’alléger le texteVenez faire votre différence dans les communautés à travers le Canada, où l'authenticité, la confiance et l'établissement de liens sont valorisés - alors que nous façonnons l'avenir du commerce de détail au Canada, ensemble. Notre engagement à avoir un impact positif sur la...

  • Sales and Executive Assistant

    6 days ago

    Calgary, Alberta, Calgary region, Canada SFC Energy North America Full time

    Be part of something powerful!Are you excited by innovative technology such as high-quality Process Instruments, SCADA / Telemetry products, Variable Frequency Drives, and eco-friendly fuel cells for off-grid and backup power applications? We’ve got the perfect job for you. At SFC Energy Ltd., we believe that clean energy and a digital future are essential...

  • Executive Assistant

    6 days ago

    Calgary, Alberta, Calgary region, Canada Sidhu Investment Group Full time

    The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. ResponsibilitiesCalendar...

  • Executive Assistant

    6 days ago

    Calgary, Alberta, Calgary region, Canada Solve Consulting Inc. Part time

    About Solve ConsultingSolve Consulting is a Calgary-based management consultancy that provides services to clients throughout Canada. We have supported clients across 15+ industries to improve the efficiency, cost-effectiveness, and reliability of their businesses. We provide clients with the Continuous Improvement, Change Management and Project Execution...

  • Financial Director

    6 days ago

    Calgary, Alberta, Calgary region, Canada VHR Executive Full time

    This is an exciting opportunity for a dynamic financial leader to make a significant impact in a fast-growing private company. The Director of Finance will work closely with the CFO to execute financial strategies aligned with the company’s goals. This high-profile role shapes the financial direction of a thriving organization while supporting growth and...

  • Program Director

    4 months ago

    Calgary, Alberta, Calgary region, Canada De Havilland Aircraft of Canada Limited Full time

    Program Director - De Havilland Field Calgary, Alberta, CanadaPROJECT SUMMARYDe Havilland Aircraft of Canada Limited’s (‘DHC’) new facility, De Havilland Field, located 30 minutes east of Calgary, will consist of a new, state-of-the-art aircraft assembly facility, runway, parts manufacturing and distribution centres and a maintenance repair and...

  • Program Director

    4 months ago

    Calgary, Alberta, Calgary region, Canada Private Company Full time

    SUMMARYThe Program Director is ultimately accountable for ensuring the successful planning, execution, and delivery of the program. This includes strategic leadership, resource management, adherence to quality and safety standards, effective communication with stakeholders, and the achievement of program objectives within established budgets and timelines....

  • Program Manager

    1 month ago

    Calgary, Alberta, Calgary region, Canada Summit Search Group Full time

    The Program Manager is responsible for overseeing the delivery and execution of all programs and courses, managing the program team, and ensuring efficient, high-quality course delivery. This role involves process and technological improvements to enhance program effectiveness and quality.Key ResponsibilitiesProgram DeliveryLead the successful delivery of...

  • Planning Technician

    1 month ago

    Calgary, Alberta, Calgary region, Canada B&A Full time

    JOIN CANADA'S PREMIER PLANNING, DESIGN, AND ENGAGEMENT FIRM.—Are you passionate about turning plans into reality, excited to support dynamic urban projects, and eager to grow in a collaborative environment? At B&A, we’re dedicated to shaping communities through innovative planning, design, and engagement. We're looking for a talented Planning...

  • Remediation and Reclamation Coordinator

    6 days ago

    Calgary, Alberta, Calgary region, Canada Tourmaline Oil Corp Full time

    Tourmaline Oil Corp. is a Canadian senior crude oil and natural gas exploration and production company. We are focused on long-term growth through an aggressive exploration, development, production and acquisition program in the Western Canadian Sedimentary Basin.We are currently looking for a Remediation and Reclamation Coordinator to join our Calgary...

  • Marketing Program Manager

    6 days ago

    Calgary, Alberta, Calgary region, Canada Randstad Digital Full time

    About the Role: We are seeking a dynamic and experienced Program Manager to join our client’s team and lead impactful initiatives for one of their leading apparel brands. This role will oversee a variety of marketing efforts, including e-commerce, in-store promotions, and local store marketing. The ideal candidate will possess a balanced mix of digital and...

  • Drilling Engineer

    6 days ago

    Calgary, Alberta, Calgary region, Canada Contemporary Career Consultants Full time

    Drilling EngineerWe are currently recruiting for a Drilling Engineer, reporting to the Thermal Manager of Drilling and Completions. The selected candidate will be responsible for executing high quality planning, technical design, operating practices, budget and cost estimates.This position is based in Calgary with regular field visits...