Executive Assistant

THE VANCOUVER SCHOOL BOARD WELCOMES APPLICATIONS FOR THE POSITION OF: EXECUTIVE ASSISTANT - FACILITIES Salary Range:$83,785 to $98,570 THE ORGANIZATION: VANCOUVER SCHOOL BOARD (SCHOOL DISTRICT 39) With deep gratitude and respect, we are honoured to be learning and unlearning on the ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwxwú7mesh Úxwumixw (Squamish Nation) & səlilwətaɬ (Tsleil-Waututh Nation). We embrace Indigenous ways of knowing and learning and work to expand Indigenous perspectives across the curriculum and within our 107 schools and programs, where more than 50,000 students learn and grow, of which nearly 5% identify as being of Indigenous ancestry. The Vancouver School Board (VSB), respects, prioritizes, and supports Indigenous ways of knowing and learning. At VSB, we are proud to provide exceptional learning experiences for students. As a large, urban school district, VSB is one of Canada’s most diverse school systems. Equity and inclusivity are at the forefront of our approach to education. More than 7,700 staff work to create learning environments where every student thrives by prioritizing students’ needs, applying evidence-informed practices and building relationships. VSB’s culture reflects the diversity of our city. Students enrolled in VSB come from varied backgrounds and lived experiences and are encouraged to explore and share their unique selves and gifts. Our commitment to students goes beyond academics. Students’ overall well-being and sense of belonging are equally important. We strive to build a school system where every student can be their authentic self and succeed throughout their learning journey. In doing this work, we champion equity and accountability by making evidence-based decisions. As a learning organization, humility is our guidepost as we seek to continually improve student outcomes in service to them, their families, and the broader community. For more information about our school district, visit https://www.vsb.bc.ca/. THE OPPORTUNITY: EXECUTIVE ASSISTANT – FACILITIES We are looking for an organized and dedicated Executive Assistant to provide comprehensive administrative support to the Executive Director of Facilities. The Executive Assistant will support work across the various groups within the Facilities team, ensure the smooth operation of day-to-day activities, support committee processes and engage with relevant stakeholders. This position requires professionalism, confidentiality, and attention to detail. RESPONSIBILITIES - Primary contact for the Facilities department; within the organization, with inherent rights holders, stakeholders and with community organizations. - Provide proactive, complex and confidential administrative support for the Executive Director of Facilities. - Conduct research and gather information on various topics as requested. - Prepare draft of briefs, summaries, reports, and presentations. - Ensure the integrity of reports, letters, memos, and presentations through drafting, editing, formatting, and proofreading. - Efficiently and expertly use a variety of technology tools to support processes, procedures, and communication. - Manage the Executive Director of Facilities’ calendar, schedule appointments, and coordinate travel arrangements. - Manage budgets and expenses and ensure no overspending occurs. - Order supplies, review invoices, prepare expense reports and mileage, reconcile credit card spending, secure approvals, and liaise with Finance to ensure timely payment of invoices and expense reimbursement requests. - Program, assign access and manage security fobs for the District. - Attend monthly after-hours meetings and records minutes. - Work collaboratively with other VSB Departments and perform other duties related to the job as required. - Handle sensitive and confidential matters with discretion and professionalism. CANDIDATE QUALIFICATIONS Education and Experience - Bachelor's degree in a relevant field or equivalent combination of education and experience. - Proven experience as an Executive Assistant or similar role, preferably supporting senior executives or Board-level positions. - Experience in managing budgets. - Experience in a large public sector, multi union environment is an asset. - 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. - Proficient in using office productivity software and other relevant tools. - 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. Join our team and contribute to the success of the Facilities department 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 an organized and detail-oriented professional with a passion for education and governance, we invite you to apply. Please submit your resume and a cover letter highlighting your qualifications and interest in the position. COMPENSATION The compensation package will be commensurate with the qualifications and experience of the successful candidate. The salary range for the position is $83,785 to $98,570 and a competitive benefits package including Municipal Pension, Vancouver Employee Savings Plan (additional 2% of base salary), Extended Health, Dental, Group Life, Long Term Disability, 20 Paid Sick days accrued each calendar year, 20 paid vacation days each calendar year (25 after 6 years of service), potential up to 4 days paid Gratuity, five bonus supplemental paid vacation days after 11 years of employment every five years, and overtime for minute taking for evening meetings. This position is 100% in-person at the VSB Education Centre (1580 West Broadway, Vancouver) Your application must include: - Cover letter - Resume - 3 Professional References - A copy of your Work VISA or PR Card (if you are not a Canadian Citizen) Applications will be accepted until Friday, December 19th at 12:00 pm. TO APPLY To be considered for this position, please apply via makeafuture.ca and include a cover letter and resume along with your application. 1. Create a profile on Make a Future 2. Click "Apply Now" underManagement positions 3. Upload all supporting documents.Your application must include a cover letter, resume and references (contacted only with your prior approval) 4. Answer the job posting questions 5. Once your application has been submitted you will receive a confirmation email. Additional Information for Applicants As a public body, the personal information provided in this application is collected and used by the Vancouver School Board ("VSB") in accordance with section 26(c) of the Freedom of Information and Protection of Privacy Act ("FIPPA"), RSBC 1996, c.165, as amended. This information will be used by VSB staff for the purpose of evaluating your qualifications, experience, and suitability for this position. It may also be used to verify the information provided, conduct reference checks, and/or contact you about next steps in the job competition. Pursuant to section 30 of FIPPA, the VSB takes reasonable security measures to protect the personal information within its custody and control, including what has been provided in this application. Should you have any questions about the collection and use of your personal information, please email recruitment@vsb.bc.ca. 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. #J-18808-Ljbffr