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Administrative Assistant

2 weeks ago

Wainwright, Canada Buffalo Trail Public Schools Full time

Administrative Assistant – Central Office
Buffalo Trail Public Schools is committed to maximizing student learning in a safe and caring environment supported by a highly effective team.

In support of this work, we are seeking a highly organized and service-focused Administrative Assistant to join our Central Office team. This position provides comprehensive administrative support across multiple departments, with a strong emphasis on front-line reception, communications support, and records management.

Reporting to the Assistant Superintendent of Human Resources, the successful candidate will be a self-directed and proactive professional who demonstrates sound judgment, accountability, and strong attention to detail while contributing to an efficient, responsive, and welcoming central office environment.

Specific Position Details

  • Start Date: As soon as possible
  • Location: Buffalo Trail Public Schools, Central Office, Wainwright, Alberta
  • Hours: 8:30am - 4:30 pm Monday to Friday (including a 1-hour unpaid lunch break)
  • Note: This is a continuing, 12-month position. The work year follows the Central Office operational calendar and includes a scheduled summer break

Key Responsibilities
Reception, Office Operations & Front-Line Service

  • Serve as the primary reception contact for Central Office, greeting visitors and responding to inquiries with professionalism, discretion, and sound judgment.
  • Manage the main switchboard and general email inboxes, ensuring accurate triage, timely follow-up, and appropriate escalation.
  • Complete daily opening and closing procedures to ensure the office is secure, operational, and prepared for staff and visitors.
  • Coordinate incoming and outgoing mail, courier services, deliveries, and visitor access to the building.

Administrative Support

  • Prepare, edit, and format internal and public-facing, publication-ready correspondence, reports, presentations, and meeting materials, ensuring advanced formatting, proofreading, and the effective use of tables, charts, and visual elements.
  • Assist with drafting, formatting, and distributing internal and external communications.
  • Support scheduling, meeting coordination, travel arrangements, and logistical planning for assigned Central Office departments and leadership.
  • Prepare materials for meetings, engagement initiatives, and division-wide communications, ensuring clarity, consistency, and professionalism.
  • Maintain organized electronic and hard-copy filing systems to support efficient workflow and information retrieval.
  • Assist with the preparation, retrieval, and organization of records in response to operational needs, audits, or information requests, as directed.
  • Perform data entry, verification, and reporting to support departmental information management and compliance requirements.
  • Provide back-up administrative support during staff absences or peak operational periods.

Other Duties

  • Perform other related administrative duties as assigned, based on Central Office operational needs and the incumbent's demonstrated skills and experience.

Qualifications

  • High school diploma supplemented by an Office Administration or Business Administration certificate/diploma.
  • Minimum two (2) years of administrative experience, preferably in a public-sector or unionized environment.
  • Advanced proficiency in Google Workspace (Gmail, Google Calendar, Docs, Sheets, Slides, and Drive), with demonstrated ability to work independently in a cloud-based, collaborative environment, including shared document management, calendar coordination, and version control.
  • Working knowledge of Microsoft Office applications, with the ability to transition documents between platforms as required.
  • Demonstrated ability to produce high-quality, public-facing documents and reports, including advanced formatting and the integration of graphics, charts, tables, and visual elements.
  • Proven track record of exceptional accuracy, proofreading, and quality control, particularly in high-visibility or time-sensitive document production.
  • Excellent written and verbal communication skills.
  • Strong organizational and time-management skills, with the ability to manage competing priorities in a fast-paced environment.
  • Demonstrated discretion, professionalism, and commitment to maintaining confidentiality.
  • Experience in reception, administrative communications support, or records management is considered a strong asset.

Application Requirements
Applicant must submit:

  • A cover letter.
  • A detailed resume highlighting your qualifications and experience.
  • Email contact information for three (3) supervisory professional references in their ApplyToEducation profile. References may be contacted via email through ApplyToEducation prior to interviews.
  • A criminal record check, including vulnerable sector check, will be required as a condition of employment.

Application Process:

  • Applications must be submitted online via ApplyToEducation. Only online applications will be accepted.
  • By applying, the applicant acknowledges and agrees that the Assistant Superintendent or designate can contact current or previous employers to conduct confidential reference checks, regardless of whether the applicant has listed them as references.
  • For assistance with the application system, please contact ApplyToEducation at or email

Application Deadline:

  • This position will close on January 4th at 4:00pm.
  • Please note that applications submitted for this position may also be considered for future opportunities within the division.

For further information, please contact:

Camille Quinton, Assistant Superintendent, Human Resources

Phone:

Buffalo Trail Public Schools thank all applicants for their interest.
Only those candidates selected for interviews will be contacted.