Executive Administrative Assistant

The Durham Catholic District School Board is located just east of Toronto and is renowned for providing comprehensive Catholic education to over 25,000 students in 38 elementary schools, 7 secondary schools, and 7 continuing and alternative education centers throughout Durham Region.

**POSITION**: Executive Administrative Assistant - Full-time - Permanent

**LOCATION**:
Catholic Education Centre

650 Rossland Road West

Oshawa, ON L1J 7C4

**HOURS OF WORK**:Monday to Friday, 8:15 a.m. to 4:30 p.m.

**SALARY**:Administrative 5 ($71,027 - $82,221 annually)

**START DATE**:To be Determined
- **Interviews will be scheduled for the week of March 3, 2025.**

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The Executive Administrative Assistant:

- Plays a key role in supporting the Superintendent/Senior Administrator and ensuring the efficient operation of their portfolio. This position reports directly to the Superintendent/Senior Administrator, while also receiving direction, guidance and support of the Supervisor of Administrative Services. The Supervisor serves as the link between the Executive Administrative Assistants and the Director of Education, providing direction on performance management and procedural matters related to Board operations to ensure consistency in practice.
- The Executive Administrative Assistants role is critical in fostering a collaborative environment and ensuring operational efficiency within the organization, while also safeguarding confidentiality in all administrative matters.

**DUTIES AND RESPONSIBILITIES**
- Provides direct support in all matters pertaining to the Superintendent/Senior Administrator and their assigned portfolio areas, including but not limited to, agenda development (confidential and public), creating and distributing minutes and related follow-up action items, maintaining highly confidential records, screening and handling incoming calls, addressing stakeholder concerns, drafting correspondence, preparing confidential reports and projects (weekly/monthly/annually), and liaising with staff and other stakeholders.
- Coordinates meetings for the Superintendent/Senior Administrator with various levels of government, trustees, consultants and other stakeholders which may include coordinating travel arrangements.
- Proactively anticipates, plans, and organizes the Superintendent/Senior Administrators daily calendar and schedule, providing essential information to ensure the smooth and efficient operation of each day.
- Assists in the preparation of Board reports. Prepares and organizes materials, including graphical content, presentations, and reports (both confidential and public), for submission to the Board for approval.
- Plans, prepares and coordinates a range of meetings, workshops, seminars, and events, including the preparation of PowerPoint presentations, certificates, catering arrangements, venue setup, and other relevant materials for in-service sessions.
- Attends meetings as the Recording Secretary to support the Superintendent/Senior Administrators portfolio (evening and weekend assignments may be required).
- Supports the budget process, ensuring the departmental portfolio budget aligns with the financial guidelines and stays within established limits.
- Monitors expenditures and maintains accurate financial records, both electronically and in hard copy, to support the Superintendent/Senior Administrator in meeting all deadlines.
- Prepares requisitions for purchases. Communicates with suppliers regarding work orders, adjustments and corrections. Reconciles purchase orders and assists with record keeping.
- Prepares and processes expense claims, mileage forms, VISA statements, cheque requisitions, and other related expenses for department staff, ensuring accuracy and attention to detail.
- Maintaining daily operations of the department, including ordering necessary office equipment and supplies.
- Proven discretion and ability to handle and maintain filing systems which includes highly confidential and sensitive documentation and records.
- Manages approved vacation and time-off schedules for the department.
- Performs other related duties as requested by and/or for the Superintendent/Senior Administrator, and Supervisor of Administrative Services.

**PREREQUISITE OF QUALIFICATIONS**
- A recognized post-secondary diploma or degree in Office Administration, Business, or a related field from a university, business school, community college, or equivalent.
- Minimum four (4) years previous executive administrative support or an equivalent combination of experience and education may also be considered.
- Demonstrate initiative, problem-solving skills, strong capability to prioritize and manage multiple tasks and deadlines in a fast-paced environment.
- Self-motivated, self-directed with a strong ability to work independently and in a team environment.
- Excellent written and verbal communication abilities.
- Solid conflict management and conflict resolution skills, including political acumen, d