Executive Assistant Trustees and Charitable

4 weeks ago


Kitchener, Canada Waterloo Catholic District School Board Full time

APPLY ONLINE**Job Posting**

**Executive Assistant - Trustees and Charitable Foundation**

The Waterloo Catholic District School Board serves over 38,000 learners and provides services to students in 50 schools (Kindergarten to Grade 12 and adult learners) across the Waterloo Region.

The Board conducts intentional recruitment and selection as it seeks to achieve a state of greater equity for employees and students and to diversify its workforce.

**General Description of Duties**:
Reporting to the Director of Education, the incumbent in this position will be responsible for providing administrative support to the Board of Trustees of WCDSB and bookkeeping services for the Catholic Community Foundation of Waterloo Region (CCFWR).

Trustees (80%)
- Support trustees’ compliance with by-laws, policies, and other relevant legislation.
- Perform research and analysis functions with respect to trustee activities.
- Ensure the Chair of the Board and Director of Education are made aware of items requiring their attention/response.
- Prepare and submit expense reimbursement claims for trustees.
- Provide input into the development, monitoring, and reporting of trustee budgets (approx $200K).
- Record minutes from public and private meetings of the Board which are held in the evenings during the school year.
- Working with the Chair of the Board and Director of Education, prepare and distribute meeting agendas and supporting materials for regular, special, in-camera, and committee meetings of the Board.
- Manage audio visual systems and virtual meetings (Microsoft Teams) for the Board of Trustees.
- Maintain records of meetings, minutes, and other confidential documentation in an electronic data management system.
- Arrange for meals and refreshments for meetings of the Board of Trustees.
- Plan and coordinate events such as the Board of Trustees Inaugural Meeting, staff recognition evening, and community celebrations.
- Provide administrative support for trustee conference registrations including making travel arrangements and booking accommodations.

CCFWR (20%)
- Provide administrative support to the President and Board of Directors of the Catholic Community Foundation of Waterloo Region.
- Record financial transactions and maintain QuickBooks (cash receipts, transfers, accounts payable/receivable and journal entries).
- Respond to inquiries from school staff, stakeholders, and community members regarding status of payments, accounts, and general inquiries.
- Prepare monthly bank account reconciliations and other financial reports.
- Prepare and issue tax receipts for an estimated 3,000 donors annually.
- Collect funds from donors, record amounts within the various Foundation funds and provide reports to schools.
- Assist with planning and coordination of Foundation events including an annual golf tournament and Bishop’s Banquet
- Attendance and minute taking at Foundation Board of Directors’ monthly meetings.
- Research and analyze records as necessary to resolve matters in question.
- Other duties as assigned

**M**inimum Requirements**:

- 2 Year Diploma in Business or equivalent combination of experience and education.
- 2 or more years in a roles providing bookkeeping and executive support for senior leaders.
- Excellent leadership, communication (verbal and written), and organizational skills.
- Advanced analytical skills, ability to work independently, lots of initiative and problem-solving abilities.
- Must be able to work a flexible schedule of days and evenings depending on trustee meeting schedules.
- Must be able to maintain confidentiality in all aspects of work.
- Access to a vehicle and a valid driver’s license.

**Desirable Assets**:

- Experience with an Ontario school board or similar complex public sector employer
- Knowledge of Quickbooks, experience with charity bookkeeping procedures and issuing donation receipts

**Salary Range**:Annual salary in accordance with Level 2 of the PASS Terms of Employment: $ 55,555 - $ 65,631

**Hours of Work**: Permanent full time: 35 hours per week / 52 weeks per year

**Location(s)**:Catholic Education Centre, 35 Weber St., Kitchener

Qualified applicants are invited to submit a resume and covering letter. Please see the Application Process below.

**Application Process**:
Applytoeducation assistance, contact 1-877-900-5627 (Monday - Friday, 7:30 am - 7:00 pm EST.)

Applications will be accepted until 10 AM on April 3, 2023
- March 20th, 2023


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