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Executive Secretary to Senior Administration

2 weeks ago

Bonnyville AB TN R, Canada Lakeland Catholic Schools Full time

Executive Secretary to Senior Administration

Lakeland Catholic School Division

Full-Time Position – Central Office

Bonnyville, Alberta

Lakeland Catholic School Division invites applications for the full-time position of Executive Secretary. Reporting directly to the Superintendent of Schools and working closely with the Deputy Superintendent and Secretary-Treasurer, this key administrative role provides comprehensive support to the senior leadership team and contributes to the smooth and effective operation of our Catholic school division.

The ideal candidate will be a self-motivated and confident professional who takes initiative, anticipates the needs of senior leadership, and ensures tasks and projects move forward efficiently, accurately, and with a high level of professionalism, all while upholding our Catholic mission and values.

KEY RESPONSIBILITIES

Support to the Senior Leadership Team

  • Provide comprehensive administrative support to the Superintendent, Deputy Superintendent, and Secretary-Treasurer.
  • Take initiative in coordinating communication, organizing documents, and anticipating the needs of senior leadership.
  • Collaborate with central office departments to support division-level tasks, projects, and operational priorities.
  • Maintain accurate records, files, and communication channels on behalf of senior leadership.
  • Draft, edit, and prepare letters, reports, presentations, and other documents with a high level of accuracy and professionalism.
  • Coordinate meetings, divisional events, and leadership schedules, demonstrating a service-driven, team-oriented approach.
  • Manage confidential and sensitive information with discretion and sound judgment.

Support to the Board of Trustees

  • Prepare Board meeting agendas, compile and distribute meeting packages, and ensure all required documentation is organized and complete.
  • Record and maintain accurate minutes for Board and Committee meetings as required.
  • Coordinate scheduling, travel arrangements, and communication for the Board of Trustees.
  • Maintain Board policies, records, and official documents in accordance with legislative and procedural requirements.

General Administrative Support

  • Prepare briefing notes, background materials, and follow-up documentation to support decision-making across the division.
  • Assist with tracking division-level priorities, timelines, and action items assigned to senior leadership.
  • Support internal workflows by helping ensure information and documentation move efficiently between departments.
  • Coordinate or assist with special projects and initiatives as assigned by senior leadership.
  • Perform related executive-level administrative duties that contribute to the effective operation of the Senior Leadership Office.

Qualifications, Experience & Assets

  • Post-secondary education in office administration or a related discipline; an equivalent combination of training and experience may be considered.
  • Minimum of three years of progressive administrative experience, ideally within education, public sector, or governance.
  • Strong written and verbal communication skills, with the ability to prepare professional correspondence and official documents.
  • Demonstrated proficiency with Microsoft Office, Google Workspace, and document management systems.
  • Experience preparing agendas, taking minutes, and supporting formal meeting processes is an asset.
  • Proven ability to exercise discretion, maintain confidentiality, and manage sensitive information.
  • Exceptional organizational skills with the ability to manage multiple priorities, timelines, and high-volume tasks.
  • Demonstrated initiative, sound judgment, and the ability to anticipate needs in a dynamic leadership environment.
  • A commitment to the mission and values of Catholic education.

Additional Requirements

  • Current Criminal Record Check including Vulnerable Sector Screening.
  • Child Intervention Check.
  • Reliable, consistent attendance.

HOW TO APPLY

Applications for this posting will be accepted through or via email to We ask that applicants prepare both a cover letter and resume, complete with the names, phone numbers, and email addresses of at least three current work-related references. Cover letters can be addressed to Sheldon Germain, Superintendent of Schools, Lakeland Catholic School Division.

This position will remain open until a suitable candidate has been found.

The successful applicant will be required to provide a criminal record and vulnerable sector check . By submitting an application, applicants consent to Human Resources contacting previous employers to conduct confidential reference checks, whether or not those employers are listed as references.

While we appreciate the interest of all applicants, only those selected for an interview will be contacted.