Executive Assistant to The Deputy Superintendent, Program and Planning

EXECUTIVE ASSISTANT TO THE DEPUTY SUPERINTENDENT, PROGRAM AND PLANNING St. Albert Public Schools is seeking a self-motivated individual to provide confidential support services to the Deputy Superintendent, Program and Planning in a fast-paced work environment. Hours of Work : 35 hrs /week (*may require some evening work) *this is an out-of-scope position *includes a comprehensive benefits package including health care, dental, vision, extended disability and HSA *Note - this is a 10 month position Salary: $54,166 per annum Start Date: As soon as possible BASIC FUNCTION To provide high-level administrative support, research expertise and assistance with committee and project management to the Deputy Superintendent, Program and Planning, the Superintendent and Curricular Services. This full-time role requires flexibility, including occasional evening work.
RELATIONSHIPS 1. Reports to the Superintendent and the Deputy Superintendent, Program and Planning 2. Communicates with: 2.1 Division Office Administration 2.2 Division Office Support Staff 2.3 Superintendent and Executive Assistant/Board Secretary 2.4 School Principals and Administrative Assistants 2.5 Alberta Education 2.6 Board of Trustees 2.7 Partner groups 2.8 Parents/ Guardians/ Community Members IMPACT Effective performance in this role allows the Deputy Superintendent, Program and Planning, and the Superintendent to focus on strategic priorities by relieving them of organizational and project-related responsibilities. This includes monitoring project timelines, preparing reports and correspondence, and ensuring clear and efficient communication with the Ministry of Education and the Board of Trustees.
Foster positive relationships with staff, colleagues, and external partners. The incumbent is expected to exercise sound judgment and make responsible decisions in alignment with established procedures. Manage multiple responsibilities while simultaneously ensuring timely and accurate completion of tasks. Demonstrate exceptional attention to detail and maintain high standards of work quality.
Atrieve/ PASI). RESPONSIBILITIES Provide administrative assistance to the Deputy Superintendent of Program and Planning including: Drafting and proofing confidential correspondence, reports, and board documents. Maintain calendars for the Deputy Superintendent, Superintendent, and Trustees, including scheduling, organizing, and hosting meetings, as well as following up on action items. Conduct research by gathering, analyzing, and organizing information to support decision-making.
protect and manage sensitive and confidential information with discretion draft reports and correspondence on behalf of the Board, Superintendent, and Deputy Superintendent as required coordinate schedules, calendars, and correspondence to ensure ease of workflow manage, reconcile and process confidential expenses and credit card transactions on behalf of the Deputy Superintendent, Superintendent and Curricular Services organize, manage registrations, travel arrangements and conference details on behalf of the Deputy Superintendent, Superintendent, Board of Trustees and Curricular Services prepare agendas, minutes and information packages handle invoicing, accounting transactions, grant reporting and budget tracking related to the Deputy Superintendent and Superintendent serve as recording secretary for regular and special Board meetings as required 3. Assist in the creation, proofreading, editing, and formatting of key documents, including the Four-Year Education Plan, School/Service Department plans, materials for Partner Engagement Workshops, Emergency Preparedness resources, and other related materials. 4. Support the development, compilation, and reporting of Annual Survey Results.
5. Coordinate events on behalf of the Superintendent, Deputy Superintendent, Program and Planning and Curricular Services including Stakeholder Workshop, Student Advisory, Indigenous Graduation, Walking Together and Education Plan Presentations, Curricular Services professional learning sessions. 6. Assist with preparation of agendas and meeting packages for division committees (Admin.
Council, Wisdom and Guidance). 7. Collaborate with the Associate Superintendent of Finance to ensure all required documentation for field trips is completed prior to final approval. 8.
Coordinate staff registrations to seminars and conferences. 9. Respond to queries and concerns from parents/community members in a professional, courteous and confidential manner. 10.