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Executive Assistant to the Assistant Superintendent
2 months ago
Job Summary
The Executive Assistant to the Assistant Superintendent provides high-level administrative support to the Assistant Superintendent of Personnel & Education Services in a fast-paced and dynamic environment. This role requires exceptional organizational skills, attention to detail, and the ability to work effectively in a team.
Key Responsibilities
- Prepare and distribute notices, agendas, minutes of meetings, and Board reports as required.
- Work closely with Principals and the Assistant Superintendent to deploy teachers and clinicians.
- Manage the online teacher application process and provide Principals with applications in a timely manner.
- Prepare hiring packages, including contracts, for new or returning teachers.
- Liaise with the Learning Information Technology Department to onboard new or returning teachers.
- Support the administration of teacher leaves within the framework of the Pembina Trails Teachers Association Collective Agreement.
- Maintain accurate and detailed information regarding teaching staff allocations.
- Survey and compile teacher intentions for staffing purposes.
- Assist in the preparation of the annual staffing report, including preparing the Divisional staffing allocation package.
- Work closely with the Payroll Department and the Secretary Treasurer's Department on all matters relating to staff changes.
- Ensure the monthly reconciliation of HR and payroll data.
- Compile demographic statistics for teaching staff and create visual presentations.
- Coordinate the Division's New Teacher Orientation program and the Teacher Leadership Development program.
- Prepare documents relating to student enrollment and projection data.
- Coordinate the completion and delivery of various information required by the Department of Education.
- Screen telephone calls, answer inquiries, redirect calls where applicable, and greet visitors.
- Arrange appointments and coordinate meetings and all associated details.
- Maintain the online calendar and the filing system for the Assistant Superintendent.
- Open, distribute, acknowledge, and respond to emails in support of the Assistant Superintendent.
- Respond and retrieve information requested by the school administration, staff, trustees, and the public.
- Maintain up-to-date paper and electronic personnel files.
- Perform other duties as may be assigned to support the efficient operation of the Assistant Superintendent's portfolio.
Requirements
- Grade 12 education or GED and administrative training and a minimum of five years administrative assistant experience in positions of increased responsibilities in a multi-person office environment or an equivalent combination of skills and experience.
- Minimum typing speed of 50 wpm.
- Proficiency with Microsoft office (Word, Excel, and Outlook) and virtual meeting applications (TEAMS and Zoom).
- Always maintains strict confidentiality.
- Exercises initiative and sound judgment and acts resourcefully to varying and emergency situations.
- Strong interpersonal and public relations skills.
- Strong organizational and time management skills, with the ability to work under pressure, multi-task, and prioritize.
- Ability to work both independently and in a team environment.
- Excellent oral and written communication.
Working Conditions & Physical Demands
- Work is in an office environment.
- May require long periods at a desk, reading of lengthy documents, and time in front of a computer.
