Executive Assistant to Principal

The Seabird Island Band is a multi-faceted First Nations Band that includes government, business, service, and nonprofit services. We work as an integrated team to improve the health, education, and economic opportunities for First Nations people to create thriving First Nations families and communities.

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Position Summary**:
Under the direction of the Community School Principal, the Executive Assistant shall provide administrative and executive secretarial duties within the SIB Community School. This position assists with all matters of an immediate, administrative and task oriented nature.
- Seabird Island Band is committed to the health and safety of its employee's and community members. SIB has implemented measures to protect and prevent the spread of COVID-19. SIB is mandated under provincial health care standards that all employees provide proof of vaccination for COVID-19 unless otherwise deemed exempt under the Human Rights Code_

**Qualifications/Requirements**:

- Diploma in Business Administration. Bachelors in Business Administration/Education is preferred.
- Considerable experience in a senior secretarial or executive administrative support role, including responsibility for developing a variety of documents, reports, presentation materials, and composing correspondence.
- Demonstrated experience in establishing and maintaining records managements systems.
- Experience working in a school setting and with Maplewood, outlook, word, excel, publisher, Muniware, Vadim, Deltek_ software programs is considered an asset.
- Expertise in shorthand and keyboarding. Ability to take and draft minutes of meetings.
- Strong Time Management and Organizational Skills. Ability to balance competing priorities, meet deadlines and to work under pressure with mínimal supervision.
- Ability to take initiative and be self-motivated.
- Excellent active listening, verbal, and written communication skills. Proven ability to adjust style for various audiences.
- Ability to maintain high degree of professionalism, diplomacy ad courtesy.
- Possesses a positive attitude, strong interpersonal skills, and the ability to build good rapport with all members of the SIB Community (students, staff, parents and outside agencies).
- Possesses a high level of attention to detail and accuracy.
- Ability to adhere to Oath of Confidentiality and Seabird Island Band Policies and Procedure.
- Knowledge, respect and understanding of Stó: lō culture, traditions and language is considered an asset.
- Experience working with First Nations community is considered an asset.
- Valid BC Driver’s License, Class 5.
- Satisfactory Criminal Record and Vulnerable Sector Checks.

**Primary Responsibilities**:

- Keep fully familiar and up-to-date on matters before the Principal.
- Maintain the Principal’s work calendar including prioritization, coordination and scheduling internal and external meetings and appointments.
- Schedule appointments, arrange meetings, catering; arrange physical facilities and equipment required for meetings, when and where required.
- Monitor the Principal’s electronic and paper mail, and coordinate the follow-up of information.
- Maintain physical and electronic filing systems and monitor associated deadlines as required.
- Monitor and maintain associated needs of the school buildings, completing requests for maintenance work orders when and where needed.
- Provide administrative support by recording student attendance and maintaining student files.
- Prepare and distribute meeting agenda and presentation materials; record, prepare, distribute and file meeting minutes.
- Compile and assemble information for various reporting requirements for the Principal’s review.
- Act as point of contact regarding the day-to-day operation of the school.
- Provides communications to the teachers and education assistants on behalf of the Principal, as directed.
- Monitor, manage and order school stationary, office supplies, special education materials, and other school inventory, including ordering reading, math and CAT4 materials for the following school year.
- Complete High Cost Funding and Work Plan Applications, and student attendance reports.
- Organize CAT4 booklets, scheduling for testing and forwarding results.
- Organize benchmarking and progress monitoring binders for all teachers:

- Add new students
- Make sure every student has a file
- Enter benchmarking scores into dibels.net.
- Keep resource room organized with up to date sign out sheets.
- Organize paper work for psych education students for when the psychologist visits:

- Send in BASC3, ABASC, BRIEF and Parent Background Info to Leonard.
- Schedule parent meetings to review results of assessment with Len and teachers.
- Draft and distribute letters to go home for students Grade 1-3 who are below grade level for reading and math (Below Grade Level Forms).
- Check new student files for psych education or speech assessments and update word document when these s