Executive Assistant to The Secretary Treasurer and

2 weeks ago

Vancouver, Canada School District #39 (Vancouver) Full time

Executive Assistant

to the Secretary Treasurer and Board of Education

**Salary Range**: $81,344.00 to $95,699.00

With deep gratitude and respect, we are honoured to be learning and unlearning on the ancestral and unceded lands of the h?n?q??min??m? speaking people of x?m?θk??y??m (Musqueam), S?wx_wú7mesh Úxwumixw (Squamish) Nation, and s?lilw?ta? (Tsleil-Waututh) Nation.

The Vancouver School Board (VSB) is an exciting, progressive, and dynamic school district providing a rich array of educational opportunities for learners from kindergarten to adult. VSB has 110 educational sites and more than 8,000 employees, represented by 14 bargaining units and exempt staff. Vancouver schools have an excellent reputation as being diverse and inclusive. VSB enrolls nearly 50,000 students of which, nearly 5% identify as being of Indigenous ancestry. VSB respects, prioritizes, and supports Indigenous ways of knowing and learning.

The District welcomes qualified applicants who value equity and diversity as essential to excellence. The distinct makeup of the VSB community strives to support the inclusion of all voices. You may wish to share some lived experiences that demonstrate your connections to our diverse student community.

The VSB has been given approval from the Human Rights Tribunal for a Special Program under s. 42(3) of the Human Rights Code. Under this special program, the VSB seeks to preferentially hire Aboriginal persons to a variety of teaching positions. Therefore, each applicant may wish to provide, on a voluntary basis, information whether they self-identify as an Aboriginal person.

**Position**:
We are seeking a highly organized and dedicated Executive Assistant to provide comprehensive administrative support to the Secretary Treasurer and the Board of Education at the Vancouver School Board. As a vital member of our team, you will play a crucial role in ensuring the smooth operation of the Secretary Treasurer's office and facilitating effective communication between the Secretary Treasurer, the Board, and various stakeholders. This position requires a high level of professionalism, confidentiality, and attention to detail.

**Responsibilities**:
Provide proactive and confidential administrative support to the Secretary Treasurer and the Board of Education.

Maintain official records, including meeting minutes, resolutions, policies, and related documentation.

Coordinate and schedule Board and committee meetings, including logistics (e.g., venue set-up, catering, invites, etc.), agenda preparation, and distribution of meeting materials.

Assist in the preparation and distribution of newsletters, weekly updates, and correspondence.

Attend Board and committee meetings, take accurate and concise minutes, and follow up on action items.

Assist in the preparation and distribution of meeting agendas, presentations, and other relevant documents.

Facilitate communication and information flow between the Secretary Treasurer, the Board, and internal/external stakeholders, Indigenous rightsholders and the public.

Support the onboarding and orientation of new Board members.

Maintain an up-to-date database of Board members, their contact information, and relevant background details.

Assist in the preparation of annual reports, budget presentations, and other important documents.

Conduct research and gather information on various topics as requested by the Secretary Treasurer.

Handle sensitive and confidential matters with discretion and professionalism.

Manage the Secretary Treasurer's calendar and the Board of Education calendar, schedule appointments, and coordinate travel arrangements as necessary.

Performs other duties as required.

**Qualifications**:
Proven experience as an Executive Assistant or similar role, preferably supporting senior executives or Board-level positions.

Strong organizational and time-management skills with the ability to manage multiple priorities to meet deadlines in a fast-paced educational environment.

Excellent written and verbal communication skills, with exceptional attention to detail

Proficiency in document management, record-keeping and minute-taking.

Ability to handle sensitive and confidential information with discretion; political astuteness required.

Strong interpersonal skills, with the ability to interact professionally with senior leaders, staff, parents/guardians, Board members and stakeholders.

Proficient in using office productivity software and other relevant tools.

Experience in managing budgets.

Bachelor's degree in a relevant field or equivalent combination of education and experience

Experience in a large public sector, multi union environment is an asset.

Join our team and contribute to the success of the Secretary Treasurer's office and the Board of Education at the Vancouver School Board. This is an opportunity to work in a dynamic educational environment where your skills and contributions will make a significant impact. If you are a

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