Executive Administrative Assistant

1 month ago

Oshawa, Canada Durham Catholic District School Board Full time

The Durham Catholic District School Board is located just east of Toronto and is renowned for providing comprehensive Catholic education to over 25,000 students in 38 elementary schools, 7 secondary schools, and 7 continuing and alternative education centers throughout Durham Region.
POSITION: Executive Administrative Assistant - Full-time - Permanent

LOCATION:
Catholic Education Centre

650 Rossland Road West

Oshawa, ON L1J 7C4

HOURS OF WORK: Monday to Friday, 8:15 a.m. to 4:30 p.m.

SALARY: Administrative 5 ($71,027 - $82,221 annually)

START DATE: To be Determined

The Executive Administrative Assistant:
is responsible for providing administrative support and expertise while fostering a thorough working relationship with the Superintendent.

is accountable to the Director of Education and reports directly to the designated Superintendent(s) to whom they are assigned.

works under the supervision of the Supervisor of Administrative Services who will provide direction and support and assist with performance management.

DUTIES AND RESPONSIBILITIES
- Provides direct support in all matters pertaining to the Superintendent and their assigned responsibilities/portfolio areas, including but not limited to, agenda development (confidential and public), maintenance of confidential files and records, handling and screening of incoming telephone calls, resolving parental or other stakeholder concerns, drafting and preparing replies to correspondence, creating confidential projects and reports

(weekly/monthly/annually), and distribution of minutes and related follow-up actions, travel arrangements and liaising with members of staff and other stakeholders.
- Coordinates the organization of scheduled meetings for the Superintendent with various levels of government, trustees, consultants and other stakeholders.
- Proactively anticipates, plans and prepares the Superintendent’s schedule for each day by providing vital information to ensure the successful operation of the day.
- Prepares and organizes material, graphical and otherwise, presentations and reports (confidential and public) to be sent to the Board for approval.
- Coordinates various meetings, workshops, seminars, PowerPoint presentations, certificates, in services and conferences.
- Assists with the facilitation of functions, including the preparation and distribution of all relevant materials by gathering, compiling and processing necessary information.
- Attends meetings as necessary to act as the Recording Secretary to support the Superintendents’ portfolios (evening and weekend assignments may be required).
- Supports the budget process and maintains the departmental/portfolio budget for the Superintendent to ensure that all forms are completed in order to meet prescribed timelines.
- Monitors expenditures and maintains financial records (both electronic and hard copies) to facilitate the budget process on behalf of theMaintains a petty cash float, for the Superintendent and department staff members.
- Prepares and processes conference expense claims, mileage forms, VISA statements and all other related expenses for the department staff to the Superintendent.
- Manages the daily operation of the department which includes updating and ordering all required office equipment and supplies.
- Assists with identification and preparation of Board reports.
- Prepares and submit requisitions for purchases. Communicates with suppliers regarding work orders, adjustments and corrections. Reconciles purchase orders and assists with record keeping.
- Manages electronic communications (e.g. websites, Teams, SharePoint sites, social media) for the department/portfolio areas of the Superintendent to whom they are assigned.
- Maintains an accurate and up to date filing system which includes filing of highly confidential and sensitive documents and records.
- Maintains approved vacation schedule for the department.
- Opens, reads, prioritizes and redirects incoming communication in strictest confidence (i.e., electronic and other) in accordance with the direction of the Superintendent.
- Performs other related duties as requested by and/or for the Superintendent, the Director of Education and Supervisor of Administrative Services.

PREREQUISITE OF QUALIFICATIONS
- Recognized program in executive administrative assistant from a business or community college or equivalent.
- Minimum four (4) years’ previous executive administrative and/or secretarial experience.
- Advance proficiency in MOS Office products (e.g. MS Word, Excel, PowerPoint) and internet research.
- Must be familiar with website content management and familiar with AODA requirements and formatting.
- Technical proficiency in graphic design or development of promotional materials using Adobe Photoshop.
- Excellent communication (both written and verbal) and problem-solving skills.
- Solid conflict management and conflict resolution skills, including political acumen, diplomacy and the ability to hand

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