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Administrative Assistant – Public Affairs

2 months ago

Whitby, Canada Durham District School Board Full time
Job Title: Administrative Assistant – Public Affairs

We are seeking an experienced Administrative Assistant to provide comprehensive administrative, clerical, and logistical support to the Senior Manager of Public Affairs and their team.

Key Responsibilities:
  • Manage and organize the Senior Manager's calendar, appointments, meetings, and special projects as directed.
  • Support the Senior Manager in ensuring the daily operations, planning and coordination on matters of Board governance and internal and external communications.
  • Prepare and/or assist in the preparation of documents, presentations, and coordinate distribution to appropriate parties in accordance with established standards, timelines, accessibility requirements and/or for approval.
  • Maintain confidentiality of sensitive documents.
  • Provide administrative and logistical support to the Trustee Services Coordinator in the management of requirements for the Board of Trustees.
  • Assist with community and staff presentations, report editing and reviewing, meeting room bookings, and catering.
  • Support as directed by the Senior Manager and Trustee Services Coordinator with annual and municipal elections, trustee and student trustee transitions and vacancies, and arrangements related to trustee professional learning, conference attendance and related expenses.
  • Seek clarity for trustees on Board policy, protocol, procedure and statutory requirements.
Requirements:
  • Proven experience in administrative support roles.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Ability to maintain confidentiality and handle sensitive information.
  • Proficiency in standard office software and document management systems.
  • Experience in liaising with diverse stakeholders and managing multiple tasks.
  • Understanding of and commitment to anti-oppression and upholding DDSB's commitments to Indigenous rights and human rights.
  • Knowledge of the school board policies, procedures, by-laws, good governance standards and practices, as well as knowledge of the Education Act and Regulations would be an asset.
Education and Experience:
  • Completion of a college diploma in a related discipline (Business or Office Administration) or a combination of education, training and experience deemed to be equivalent.
  • A minimum of 3-5 years of office administration experience is required.

This is a 35 hour per week, 12 month permanent position.

The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.