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Executive Assistant

1 month ago

Vancouver, Canada Vancouver School Board Full time

Executive Assistant - Facilities at Vancouver School Board Vancouver School Board, a leading public school district serving over 50,000 students across 107 schools, is seeking an organized and dedicated Executive Assistant to support the Executive Director of Facilities. The role involves comprehensive administrative support and coordination across the Facilities team, ensuring smooth day‑to‑day operations, committee processes, and stakeholder engagement. Responsibilities Primary contact for the Facilities department and external stakeholders. Provide proactive, complex, and confidential administrative support to the Executive Director. Conduct research and gather information on various topics as requested. Prepare drafts of briefs, summaries, reports, and presentations. Ensure integrity of reports, letters, memos, and presentations through drafting, editing, formatting, and proofreading. Efficiently use technology tools to support processes, procedures, and communication. Manage the Executive Director’s calendar, schedule appointments, and coordinate travel arrangements. Manage budgets and expenses; ensure timely payment of invoices and expense reimbursement requests. Order supplies, review invoices, prepare expense reports and mileage, reconcile credit card spending, secure approvals, and liaise with Finance. Program, assign access, and manage security fobs for the District. Attend monthly after‑hours meetings and record minutes. Work collaboratively with other VSB departments and perform other related duties as required. Handle sensitive and confidential matters with discretion and professionalism. Candidate Qualifications Bachelor’s degree in a relevant field or equivalent education and experience. Proven experience as an Executive Assistant or similar role, preferably supporting senior executives or Board‑level positions. Experience in managing budgets. Experience in a large public sector, multi‑union environment is an asset. Strong organizational and time‑management skills with the ability to manage multiple priorities in a fast‑paced educational environment. Excellent written and verbal communication skills and exceptional attention to detail. Proficiency in document management, record‑keeping, and minute‑taking. Proficiency in office productivity software and other relevant tools. Ability to handle sensitive and confidential information with discretion; political astuteness required. Strong interpersonal skills, able to interact professionally with senior leaders, staff, parents/guardians, Board members, and stakeholders. Compensation Salary Range: $83,785 to $98,570. The package includes a competitive benefits program: Municipal Pension, Vancouver Employee Savings Plan (additional 2% of base salary), Extended Health, Dental, Group Life, Long Term Disability, 20 paid sick days accrued each calendar year, 20 paid vacation days each calendar year (25 after 6 years of service), potential up to 4 paid gratuity days, five bonus supplemental paid vacation days after 11 years of employment every five years, and overtime for minute‑taking during evening meetings. The position is 100% in‑person at the VSB Education Centre, 1580 West Broadway, Vancouver. Application Requirements Cover letter Resume Three professional references Copy of Work VISA or PR Card (if not a Canadian citizen) Application Deadline Applications will be accepted until Friday, December 19th at 12:00 pm. How to Apply Create a profile on Make a Future. Click “Apply Now” under Management positions. Upload all supporting documents (cover letter, resume, references). References may be contacted only with your prior approval. Answer the job posting questions. Upon submission you will receive a confirmation email. Additional Information for Applicants As a public body, the personal information you provide is collected and used by Vancouver School Board in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA). Your information may be used to evaluate your qualifications, verify submitted details, conduct reference checks, and inform you of next steps. For questions about data collection and use, email . The Office of the Human Rights Tribunal has approved a special program under s. 42(3) of the Human Rights Code to preferentially hire Aboriginal persons for teaching positions; applicants may voluntarily disclose status. #J-18808-Ljbffr