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Executive Support Specialist
2 months ago
We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to the District Leadership team at School District #10 (Arrow Lakes). This is a challenging, full-time, exempt position for a 6-month term.
Key Responsibilities- Provide administrative assistance and support to the Superintendent of Schools, the Secretary-Treasurer, the management team, and the Board of Education.
- Maintain a high degree of discretion and confidentiality while functioning in an innovative environment with time-sensitive and/or political issues or projects.
- Work closely with the Secretary-Treasurer, Human Resources Manager, and Accounts Payable/Payroll Manager to assist with supporting and managing the day-to-day activities of a busy office.
- Assist the Secretary-Treasurer in supporting the Board of Education, including planning, communications, calendars, and Board of Education meetings.
- Prepare for various meetings, including labour-management, grievance, legal, or standing committee meetings.
- Liaise with trustees, government officials, staff, community organizations, and the general public, responding to requests regarding district policies, programs, and events.
- Support the Secretary-Treasurer with finance and accounting, including processing accounts receivable entries, invoicing, deposits, and payment receipts.
- Support the HR Manager on various HR tasks, including coordinating recruitment, onboarding and training coordination, monitoring staff evaluation procedures, and preparing memos and correspondence.
- Support the Manager of Operations and Transportation by managing field trip requests, call-out assignments for bus drivers and custodians, assisting with transportation schedules, timesheets, and payroll submissions.
- Provide support to schools and other school district departments, including Payroll, Finance, Operations, and Transportation on inter-related matters.
- Support effective District communication processes through website updates and internal and external correspondence.
- Organize and maintain electronic and hard-copy records for all functions, including permanent record files, accounting records, human resource files, and other records and archives of the School District.
- Post-secondary education in a related discipline such as business administration, office administration, finance, accounting, or communications.
- Several years of administration/executive assistant experience with direct experience in accounting, records, and data management.
- Strong ability to work independently with minimal supervision.
- Excellent interpersonal and communication skills (verbal and written).
- Strong technology skills with proficiency in a variety of software programs (i.e., Office 365, presentation, and graphic design software and website applications).
- Excellent time management skills with the ability to adapt, flex, and learn new tasks quickly.
- Experience working effectively in a team environment.
