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Executive Assistant

3 weeks ago

Port Alberni, Canada School District 70 Pacific Rim Full time

**Executive **Assistant**

**Summary**

Reporting to the Assistant Superintendent, the Executive Assistant acts as a Corporate Secretary for the School District and provides executive level administrative and clerical services for the Assistant Superintendent, SecretaryTreasurer, and Manager of Human Resources.

**Duties**
- Under the direction of the Assistant Superintendent, acts as Corporate Secretary for the School District.
- Direct and/or perform a variety of administrative and executive secretarial functions for the Assistant Superintendent, Secretary-Treasurer and Manager of Human Resources.
- Act as back-up for the Executive Assistant to the Board.
- Exercise control of the District Seal, land titles, deeds, and legal and financial documents of the District as required.
- As directed by the Assistant Superintendent, be responsible for all legal and insurance matters of the District.
- Assist with maintaining the permanent files, records and archives of the school district.
- Attend Board and Committee meetings and events as required, including evening and weekend functions.
- Prepare and maintain various documents, schedules and databases.
- Maintain effective liaison with Trustees, Management, Principals and Vice-Principals and other employees.
- Maintain and update the district website.
- Engage as an active member in executive level meetings and other senior team related meetings; coordinates and assists at dedicated events such as public consultation processes and other special school ceremonies/events.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Superintendent, Assistant Superintendent and Secretary-Treasurer including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Research and compile information and background material for use by the Assistant Superintendent and Secretary
- Treasurer to assist in decision making or recommendations to the Board.
- Assists Human Resources with highly confidential exempt personnel matters.
- Perform duties related to Board Committees including agenda setting and the taking of minutes.
- Coordinates legal and legislative matters including complaints/appeals, requests from the Ombudspersons office, Schools Protection Program; ICBC; legal claims, bylaws, contracts, including land and property contracts. Supports the FOIPA Officer in ensuring compliance with FOIPA legislation and regulations.
- Perform other duties as assigned by the Assistant Superintendent and Secretary Treasurer.

**Qualifications**
- A minimum of an Office Administration Certificate, or a combination of related post-secondary coursework and experience.
- Coursework related to accounting.
- A good understanding of collective agreements in an educational setting.
- Excellent working knowledge of current office software.
- A minimum of 2 years of accounting experience.
- Strong, positive interpersonal skills.

This non-unionized, excluded position has an excellent benefits package and a salary range of $74,362 - $80,000 depending on experience and qualifications.

We appreciate the interest of all applicants but advise that only those selected for interviews will be contacted.