Executive Assistant, Secretary-Treasurer’s Office

The Abbotsford School District is located on the traditional and unceded territory of the Stó:lō people, the Semá:th First Nation and Mathxwí First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.Why Abbotsford?Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views. Why the Abbotsford School District?Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth. Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed. Position Summary:Reporting to the Secretary-Treasurer and working under the general direction of the Executive Assistant to the Secretary-Treasurer, the Administrative Assistant provides administrative support for the Board of Education and the Secretary-Treasurer’s Office.Responsibilities:Organizes and maintains student records, file room, and database.Liaises with schools and external stakeholders, including legal requests, regarding student records and responds to file requests.Assists the Executive Assistant with Freedom of Information requests.Maintains Board Trustees’ calendars, coordinates event attendance and travel arrangements, and processes expenses.Attends Board committee meetings as required and takes minutes of such meetings.Plans and organizes meetings including scheduling, room booking and catering, assisting with meeting preparation, and recording meeting minutes.Maintains administrative policies and procedures by compiling and implementing revisions and publishing updates on the school district website.Maintains insurance records and ensures reporting requirements are met. Attend and prepare minutes for the Policy Committee Meetings. Completes follow-up/action out as required from each meeting. Draft staff reports and coordinate the preparation of various reports from the Secretary-Treasurer’s/CFO’s Office for Policy Committee Meetings. Assists with the planning and coordination of district events and provides on-site support.Provides administrative support to Human Resources department as required. (collective bargaining minutes, grievance reports, etc)Files and organizes documents and maintains filing systems.Conducts research, compiles documents, and prepares reports.Maintains records of all legal costs.Performs general office duties such as ordering supplies.Maintains a high degree of discretion and confidentiality. Provides support to the Superintendent’s Office as required.Qualifications:Diploma or certificate in Office Administration or relevant discipline and 3 years’ recent, related experience. An equivalent combination of education and experience will also be considered. Ability to attend early morning Superintendent’s Meetings and evening Board Meetings as scheduledPhysical ability to safely lift, carry, and transport boxes of files (up to 20 pounds) as required.Excellent interpersonal, verbal, and written communication skills with the ability to communicate and build relationships with a diversity of people.Excellent client service orientation.Demonstrated ability to exercise tact, judgement, and discretion and effectively manage confidential matters.Effective organizational, time management, and problem-solving skills.Ability to work under pressure and manage competing priorities and demands.High attention to process and detail.Demonstrated ability to work independently and as part of a team.Advanced skills in computer applications including the MS Office suite (Word, Excel, Outlook, SharePoint, Teams).Valid BC Class 5 Driver’s license.