Executive Assistant to Superintendent

1 month ago

Lindsay, Canada Trillium Lakelands District School Board Full time

Trillium Lakelands District School Board (TLDSB) encompasses the municipalities of the City of Kawartha Lakes, Haliburton County, and the District Municipality of Muskoka. With approximately 16,000 students, TLDSB has 41 elementary schools, seven secondary schools, and six Adult and Alternate Education Centres.

Reporting to the Superintendent of Human Resources Services, the Executive Assistant - Human Resources Services be responsible for supporting all areas of the Superintendent’s portfolio. The position requires flexibility and the ability to prioritize key actions while supporting the Superintendent with portfolio-related project and event management; responding to information requests for both general and confidential information; attending meetings either as a participant or as a recorder of minutes, communicating next steps and future meeting dates to participants and providing clerical and administrative support. Additionally, this position is responsible for maintaining Police Records Checks and ensuring Annual Offense Declarations are completed, coordinating Privacy and Freedom of Information (FOI) requests made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Overall the incumbent in this position will contribute to student achievement and the TLDSB Mission Statement by ensuring that the Superintendent is regularly informed with accurate and current information that will enable them to make the best possible decisions for staff and students.

**Primary Responsibilities include**:
Department Specific Organization and Tasks including:

- Policy and Procedure Reviews
- Drafting Memos, and other communications
- Ensuring Accessibility for Ontarians with Disabilities Act (AODA) compliance within the HR Services Department along with Board wide reporting responsibilities;
- Responding to requests for short-term leaves;
- Co-ordinating the inclement weather and exceptional circumstances process.

Project / Event Management including:

- Tracking expenses related to department budget;
- Meeting support, including minute taking, catering, communication with participants, drafting agendas, room bookings, and follow up;
- Assisting with the Board’s professional development program as required;
- Drafting reports and presentations.

Communications - Internal and External:

- Liaising with community partners including Federation and Unions

Budget Management:

- Tracking of all expenses related to department budget;
- Processing requisitions and invoices;
- Meeting Ministry reporting deadlines as needed;
- Attending to due dates and timelines.

Support for Superintendent including:

- Clerical support;
- Collecting and compiling data;
- Department hiring support;
- File management in adherence to Records Retention Policy and Procedure.

**Education**:

- 2-year Office Administration - Executive (Certificate) at the Community College Level

**Experience**:

- 5 years experience in progressively responsible clerical / administrative positions
- Human Resources and/or School Board experience preferred
- Knowledge of, and experience with Privacy and Freedom of Information (FOI) requests made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)

**Knowledge/Skill/Ability**:

- Strong organizational skills along with tact, discretion and awareness of confidentiality;
- Strong communication skills, both written and oral.
- Strong interpersonal skills;
- Ability to work independently as well as collaboratively within a team environment;

**Working Conditions**:

- Office building working environment
- Frequent amounts of concentration, attention to details, visual exertion, and keyboarding
- Pressure to meet deadlines, and deal with interruptions

**Qualified applicants are asked to submit a cover letter and resume quoting posting #MM-2023-02-23-14 no later than 4 p.m. on Wednesday March 1, 2023 to Traci Hubbert, Superintendent of Human Resources Services to the attention of Shelley Smith.**
- An original copy of a valid Police Records Check with a Vulnerable Sector Check dated within 6 months prior to the date of hire;
- Proof of post secondary education qualifications (e.g. original post secondary diploma / degree with seal

or a copy of a certified post secondary transcript.)

The Trillium Lakelands District School Board would like to thank all respondents; however, only those selected for an interview will be contacted.
- In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is being collected under the authority of the Education Act and will be used for employee recruitment and selection purposes._

**Job Types**: Full-time, Permanent

**Salary**: $62,660.00-$73,303.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Life insurance
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Fri

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