Executive Assistant

**NOTICE OF M.A.S.S. VACANCY**

Position: Executive Assistant - School Operations

**Salary**: Band 3 - $63,331 - $75,523

Location: J.W. Singleton Education Centre - School Operations

Work Schedule: 35 hours/week, 12 months/year

Start Date: As soon as possible

Position Summary:
The Executive Assistant, School Operations provides administrative support in all operational matters to the Superintendent(s), System Principal(s), Associate Director and/or Director, manages budgets, problem solves and provides a departmental communication link for supervisors’ portfolio work. Administers and coordinates departmental functions and special events; monitors, prioritizes and balances workload within the School Operations team to ensure adequate resources to meet deadlines; acts as liaison and collaborative team player in a positive work environment. The Executive Assistant is the front line contact for the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director.

Key Responsibilities:

- Manages day-to-day operations of Superintendent(s) and/or System Principal(s);
- Manages multiple initiatives and coordinates day-to-day operations, including scheduling of meetings and managing online calendars;
- Responds to inquiries and concerns of the public, staff, parents, students, trustees, agencies, and Ministry of Education in a knowledgeable, tactful and supportive manner, identifying those matters that require personal or urgent attention of the supervisor;
- Manages Out of Area Transfers, Home Schooling, Home Instruction processes and inquiries, as well as out of catchment reporting;
- Researches, analyzes, and synthesizes material on behalf of the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director on a variety of matters;
- Researches and integrates data related issues for the Family of Schools or department’s function;
- Completes special projects, as assigned;
- Composes a wide variety of written materials (eg, correspondence, agendas, event programs, reports);
- Tracks completion/submission of required forms and plans (e.g., Excursions, SIPSA, fundraising, suspensions, etc.);
- Manages and maintains annual budget(s), expenditures and reviews for accuracy of the Superintendent(s), and/or System Principal(s), responsibilities;
- Prepares appropriate reports and forms, completes journal entries, purchase orders, cheque requisitions, and deposit of cheques/cash;
- Monitors school budgets and tracks spending trends (e.g., RFF, cheque requisitions, Purchasing Cards expenses);
- Reconciles expenses and prepares reimbursement submissions by maintaining multiple databases;
- Coordinates the Superintendent(s), System Principal(s), Executive Officer(s), Associate Director and/or Director’s obligations to the Board and committees and external professional organizations:

- Acts as a liaison between parents, members of the public, staff and external vendors as required;
- Attends meetings at the request of the supervisor and takes minutes as required;
- Executes tasks related to the coordination of special events, conferences, meetings, communications, boundary reviews and projects;
- Books internal and external venues, arranges catering and adds events to Professional Learning;
- Coordinates travel arrangements and accommodations;
- Maintains a collaborative office environment focused on customer service;
- Attends evening meetings and occasionally works on the weekend, works as required; and
- Participates in ongoing professional development.

Qualifications:

- A post-secondary diploma or degree with four or more years work experience in a related field is required, as is experience working in a school office environment;
- Ability to maintain the highest level of confidentiality while providing administrative support;
- Excellent managerial and organizational skills with an ability to multitask;
- Strong oral and written communication skills;
- High emotional intelligence and strong interpersonal skills;
- Customer service focus;
- Highly effective time management skills with the ability to prioritize workload;
- General finance and accounting principles;
- Strong problem solving abilities; and
- Ability to work independently and interdependently as part of a collaborative team.

Preference will be given to applicants who are:

- Familiar with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives;
- Familiar with understanding and interpreting Board Policies and Administrative Procedures;
- Models a culture of equity and inclusion in support of student and staff well-being;
- Orally proficient in more than one language.

**Job Category: Management & Professionals - Job Code #** **3954503**

Applicant Self Identification Questions:
As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accor