Executive Assistant, Board of Trustees

Are you interested in working with our dynamic and progressive school division to pursue excellence in education for students, professional learning opportunities, a flexible health benefits package, and a workplace that embraces diversity? Then we are the place for you!

Who We Are And What We Value

Parkland School Division (PSD) is a large progressive school jurisdiction serving Spruce Grove, Stony Plain, Fort Chipewyan and Parkland County. PSD meets the diverse educational needs of over 12,000 rural and urban students among 23 sites, including outreach schools and alternative education programs.

Our values are what guide us. We strive for learning opportunities that are purposeful, essential, relevant, authentic and responsive while aiming for excellence in achievement. PSD also values trustworthy, respectful relationships that promote resilience as students and staff work towards our Ultimate Goal: Student Success & Well-being.

Position Overview

Parkland School Division has a regular full-time (1.0 FTE) Executive Assistant, Board of Trustees position available at Centre for Education in Stony Plain, Alberta.

The successful candidate will provide professional and efficient high-level administrative and technical support while maintaining confidentiality and professional interactions with staff, management, and the public. You will report to the Superintendent and provide support to the Board of Trustees. It is essential that you are effective at time management, with the ability to complete tasks with short deadlines in a demanding environment.

Typical Duties

Specific Administrative Duties

• Preparing and organizing all governance-related meetings including Board Meetings, Organizational Meetings, Special Meetings, and Committee Meetings:
• Preparing agendas, coordinating agenda review meetings, arranging delegations and presentations, drafting Board recommendations, serving as the recording secretary, assigning and distributing post-meeting tasks.
• Coordinating meeting schedules for the Superintendent and Trustees, as well as preparing work plans and other documents for the annual Organizational meeting.
• Reviewing and editing reports, documents, and correspondence for format, grammar, and content before executive signatures or Board presentation.
• Posting approved and signed Board minutes to Rally, the Division website.
• Ensuring Governance records and electronic filing are current and compliant with Division Record Management.
• Preparing and recommending Board Policy revisions in coordination with the Policy Review Committee, drafting documents for review and publishing approved policy to Rally.
• Making recommendations regarding Board Annual Work Plan as well as Advocacy plans.
• Assisting with Board Budget management.
• Analyzing administrative reports, data, and other sources to make recommendations that inform processes for the Board and the office of the Superintendent.
• Preparing and publicly disclosing Board and Superintendent expenses (quarterly).
• Preparing individual Trustee professional development and travel reports for Trustees (quarterly).
• Verifying, reviewing, and coding invoices, expense claims, visa expenditures, and assisting with financial forecasts.
• Coordinating Oaths of Office (Swearing-in) ceremonies.
• Organizing numerous Board events – coordinating logistics, agenda creation, hotel bookings, meeting rooms, and catering.
• Organizing annual joint meetings with municipalities and education partners.
• Organizing and preparing venue bookings, invitations, and agenda materials for various stakeholder engagements including Education Planning Day.
• Managing professional development and conference preparations – booking hotels and/or travel arrangements, completing registrations.
• Managing Trustee and Executive Team invitations and RSVPs and coordinating calendars for Christmas concerts, festivals, awards ceremonies, graduation ceremonies, etc.
• Organizing school tours for Trustees as requested.
• Maintaining and updating multiple contact lists for email distribution.
• Maintaining School Council meeting schedules in coordination with schools for Trustee attendance.
• Coordinating Award Nominations (i.e. Edwin Parr) processing nominations, coordinating selection committee meetings, compiling nominee information, meeting submission deadlines.

General Administrative Duties

• Providing administrative and office management support to the Trustees and Superintendent as directed.
• Coordinating communication and maintaining a positive and professional image between the Office of the Board of Trustees and other government levels, division management, schools, and stakeholders.
• Meeting demands of ongoing activities and special projects while maintaining a high level of service.
• Maintaining professional decorum (tact, diplomacy) and integrity at all times.
• Providing direction on issues that require immediate responses.
• Ensuring telephone calls, mail, letters, and/or visitors are screened in a timely manner.
• Answering routine/non-routine questions, obtaining and providing information.
• Composing correspondence, reports, and presentations and proofreading documents.
• Interacting with internal and external clients to foster communication between parties.
• Ensuring all meeting details (speaking notes/presentations, room bookings, agendas, required background documents, minutes, catering, and communication with attendees, set up and take down) are managed in an efficient manner.
• Preparing travel arrangements.
• Preparing agendas and minutes.
• Preparing expense reports.
• Performing research and gathering background information as required.
• Providing administrative support to Board committees and events.
• Maintaining project files, ensuring accurate and current information.
• Assisting team members and other duties as required.

Qualifications

• Minimum 2-year Business School Diploma or Certificate.
• 6 years of related experience desired.
• Experience working in a legal setting/paralegal experience is an asset.
• Experience in Contract Interpretation and Administration is an asset.
• Experience working with Senior Management/Vice President/Board of Directors.
• Experience working in a school board/government atmosphere.
• Excellent interpersonal and communication skills (written and oral).
• Intermediate computer proficiency in PowerPoint, Word, Excel, Google Applications, and other programs in preparation of correspondence, documents, and/or presentations; efficiently creates charts, graphs, tables, and text slides; responsible for formatting consistency and accuracy on time-sensitive documents.
• Demonstrated high degree of confidentiality.
• Thrives in a team environment.
• Works independently to manage timing and action plans for completing department functions and preparing correspondence, reports, and other documents ahead of need.
• Problem-solving and responding with intelligent decisions while utilizing good judgment.
• Organized with strong attention to detail.
• Self-motivated and willing to take initiative.
• Demonstrated ability to handle and prioritize multiple tasks, work in a fast-paced environment.
• Detailed understanding of administrative/office management principles and practices, organizational operations and procedures, and record-keeping practices.

Equivalencies will be considered.

This position requires a current clean criminal record check and child intervention record check.

Hours of work: 37.5 hours/week (Monday – Friday)

Salary: Commensurate with experience and qualifications.

This is a regular, 12-month, out of scope, Non-Union Group (NUG) position.

How To Apply

Applying is a two-step process. First you must register and create a portfolio, then you must apply to the job posting by following the steps below:

• Click the position title of the job that you wish to apply to and then scroll down to the bottom of the page and click 'APPLY'.
• Jobs that you have applied to will appear under the ‘Jobs Applied To’ tab in the Job Postings section. You will also receive a confirmation email.

For technical support while applying to a position online, please contact our service provider for assistance:

Apply to Education

Phone: 1-877-900-5627

Email: info@applytoeducation.com

Hours: 5:30am-5:00pm, Monday through Friday

We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.