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Administrative Coordinator for Education Director

3 months ago

Agassiz, Canada Seabird Island Band Full time

Position Overview

As a vital member of the Education Department, the Executive Assistant will provide essential support to the Director of Education. This role involves a range of responsibilities including financial administration, preparing briefings, organizing schedules, managing electronic data, and handling communications. The Executive Assistant will also assist with programming, compliance documentation, and ensuring adherence to educational regulations.

Key Competencies for Success

To thrive in this position, candidates should possess the following attributes:

  • Strategic Planner: Capable of developing both short-term and long-term task schedules, reports, and event timelines.
  • Highly Organized: Proficient in managing both electronic and paper documentation efficiently.
  • Collaborative Team Player: A positive attitude towards teamwork, contributing to the planning and execution of effective strategies.
  • Effective Communicator: Strong verbal and written communication skills, with the ability to tailor messages for diverse audiences.
  • Skilled Multitasker: Ability to prioritize and manage multiple tasks while meeting deadlines under minimal supervision.

Impactful Work

This role offers an opportunity to build meaningful connections within the community, contributing to the overall mission of supporting educational initiatives.

Benefits and Perks

Benefits are contingent upon job type and are confirmed during the hiring process. They may include:

  • Comprehensive health and dental coverage
  • Accrued vacation and sick leave
  • Pension plan with employer matching
  • Access to professional development and training programs
  • Collaboration with a diverse teaching team
  • Competitive hourly rates in line with collective agreements
  • Casual dress policy

Primary Responsibilities

  • Coordinate all meetings for the Director of Education, including logistics such as room bookings, meal arrangements, agenda preparation, and minute-taking.
  • Maintain an organized electronic filing system and assist with the implementation of additional office systems.
  • Attend all designated meetings and provide general office support as required.
  • Prepare and finalize confidential documents including memoranda, meeting minutes, and funding proposals.
  • Ensure the secure and orderly management of confidential files related to the Director.
  • Monitor deadlines and assist with financial administration for assigned programs.
  • Act as the primary contact for inquiries related to the Director's day-to-day operations.
  • Provide timely communications to various stakeholders, including teachers and education assistants.
  • Assist with maintaining the operational needs of school facilities.
  • Prepare updates and reports as necessary.
  • Perform other duties as assigned by the Director or other leadership.

Qualifications

Education:

  • Certificate or Diploma in Business Administration or a related field is preferred.
  • A Bachelor's degree in business administration or a related discipline is an asset.

Experience:

  • 3-5 years of relevant experience in progressively senior administrative roles.
  • Strong leadership and interpersonal skills, including effective time management and organizational abilities.
  • Proficiency in Microsoft Office 365 Suite (Word, Excel, Outlook).
  • Knowledge of Stó: lō culture and experience working with First Nations communities is advantageous.

Requirements:

  • Ability to maintain confidentiality and adhere to organizational policies.
  • Valid BC Driver's License, Class 5.
  • Satisfactory completion of a Criminal Record Check.

This position reports directly to the Director of Education and is subject to pre-employment screening to ensure a safe and secure work environment.

Seabird Island Band is an equal opportunity employer and encourages applications from all qualified individuals.