Trustee Services Assistant

**Job Summary**
Reporting to the Governance Officer with functional accountability also to the Chair of the Board of Trustees, the Trustee Services Assistant will provide administrative, operational, and secretarial support to the Board of Trustees and the Legal and Governance Services Department primarily to ensure efficient and effective Board and Committee meetings of the Peel District School Board and effective delivery of trustee services to allow the Trustees to fulfil their responsibilities.

**Key Responsibilities**
- Process, monitor and maintain trustee and department budgets.
- Process trustee expenses for travel, conferences, purchases, per diems, discretionary expenses, etc. as permitted by the Trustee Expense Policy.
- Track trustee expenses and facilitate public posting on the website of trustee expense records.
- Register trustees for conferences and seminars including booking accommodation and other necessary travel arrangements.
- Schedule and coordinate Board and Committee meetings and Trustee or Legal and Governance Services events, including obtaining permits and necessary catering and provide assistance as required at those meetings/events as directed by the Chair of the Board and/or the Governance Officer.
- Assist with determining Trustee availability and appropriate protocols for events requiring or requesting Trustee attendance such as graduations
- Coordinating onboarding for Trustees and Student Trustees at the beginning of terms as well as end of terms activities.
- Maintain filing system and record system.
- Order and maintain office supplies, equipment and devices for the Trustees, Student Trustees and for the Legal and Governance Services Department.
- Maintain strict confidentiality and exercise judgment in communicating sensitive issues and information.
- Provide general assistance as required for the Trustees and the Legal and Governance Services Department.
- Other duties as assigned.

**Qualifications**
- A grade 12 education plus 3-5 years of experience. A post-secondary diploma or certificate in office management or related field is an asset.
- Some knowledge of the applicable legislation such as the Education Act, policies and procedures specifically related to Trustees/Student Trustees.
- A high level of accurate writing and editing and communication skills are required.
- Well-developed organizational/business awareness and ability to deal with all levels of staff and stakeholders.
- Ability to work well under pressure, compete multiple assignments and function effectively in a high-volume workplace with multiple deadlines necessitating a high degree of accuracy.
- Strong interpersonal skills to interact with Trustees, Committee members, staff and public, effectively, and collaboratively.
- Availability and flexibility to attend meetings outside normal working hours on a regular basis.
- Proven ability to manage sensitive information with confidentiality, tact, and integrity.
- Demonstrated commitment to equity, inclusion, anti-racism, anti-oppression and working in a diverse work environment and community.

**Careers with the Peel District School Board** Commitment to Equity, Anti-Oppression and Anti-Racism**
The Peel District School Board is committed to equity in employment. We are committed to equitable hiring practices that allow us to hire qualified staff who reflect the full diversity of the Region of Peel. We will provide reasonable accommodation (e.g. an accessible location, rescheduling of interviews that fall on Days of Significance etc.) based on any of the human rights protected grounds, during the hiring process if advised in advance. We are also committed to inclusion, anti-oppression and anti-racist practices while also supporting the continuous growth and development of an equitable and empowered education system at the PDSB.

**Criminal Background Check**

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**Additional Notes**
Preference will be given to qualified members of the Administrative Staff Group (ASG).

Job Reference: CBO00082