Executive Assistant to the Deputy Superintendent, Program and Planning

1 week ago

Calgary Kensington Westmont Parkdale University, 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.

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