Personnel: Non-Union
Effective Date: July 1, 2021
ROLE DESCRIPTION:
Executive Assistant to the Superintendent – Level 2
REPORTS TO:
Superintendent of Education, Family of Schools, Faith and Curriculum; or Superintendent of Education, Family of Schools, Indigenous Education, Pathways and Equity
WORK LOCATION AND WORK TIME(S):
Central Offices of the Board
Works a regular thirty-five hour [35] week, Monday to Friday, 12 months
PREREQUISITES FOR POSITION:
Successful completion of a two-year post-secondary program in secretarial studies or office administration.
A minimum of five years’ experience providing executive level support.
Advanced abilities in a computerized environment utilizing word processing, spreadsheets, internet, virtual meeting environments and communication and other office equipment.
Strong interpersonal skills with ability to function effectively with administrators, managers, staff, parents, outside agencies, community partners and others.
Superior verbal and written communication skills with the ability to handle complaints, take initiative to problem solve and provide procedural direction.
Review confidential and/or sensitive correspondence and other inquiries to ascertain critical issues and refer to the appropriate department for resolution.
Demonstrated ability to function effectively in a fast-paced office environment with excellent organizational and time management skills and the ability to prioritize tasks.
Exceptional scheduling abilities with calendar, projects, committee meetings and other similar activities. Demonstrated ability to maintain discretion with confidential information, handle difficult and sensitive situations.
Previous experience drafting correspondence, preparing reports and policies, and documentation regarding confidential matters.
Working knowledge of Board policies and procedures.
Working knowledge of relevant legislation (Education Act and Regulations).
KEY JOB REQUIREMENTS:
Provide administrative support for the Superintendents responsible for Family of Schools as well as Curriculum, Faith, Indigenous Education, Pathways and Equity, including personal reception, scheduling and organizing meetings, appointments, conferences, etc., utilizing appropriate computer software, and preparing agendas, correspondence, and reports.
Prepare agendas and minutes for meetings as required.
Ensure all applicable reports are prepared for the Board of Trustees. Log standard periodic board reports and bring forward at appropriate times.
Ensure all applicable reports are completed and submitted to the Ministry of Education according to the timelines set by the Ministry of Education.
Draft appropriate correspondence and prepare reports, documentation, etc., as required.
Develop and implement a course of action to inquiries from all staff, union partners, community members and parents.
Prepare correspondence for approval by the Superintendent with respect to performance management, discipline, contract negotiations, grievances and arbitrations, surplus and redundancy and personal employee matters.
Maintain schedule of projects/activities/meetings/process related to items such as performance management and other similar personal employee matters.
Handle complaints, problem solve and provide solutions in accordance with established procedures within responsibility and relay inquiries to appropriate administrative personnel.
During the Superintendent’s absence and use initiative and judgement regarding matters requiring immediate attention and seek advice appropriately.
Maintain files, portfolio responsibilities as well as Ministry of Education reports.
Research policies and other reports, including the research of information from other boards, the Ministry of Education, etc., as required and prepare summaries or reports.
Assist with the preparation and monthly monitoring of the Superintendent’s Budgets, TPAs and other sources of funding.
Attend meetings as requested, to take minutes/notes and prepare follow-up schedule.
Other duties as assigned.
About us:
The Brant Haldimand Norfolk Catholic District School Board provides a Christ-centered education to over 11,000 students.
We employ over 700 teachers who are supported by a team of consultants, principals and administrators. Over 300 non-academic staff ensure that the best possible facilities, supports and resources are available to teachers, students and this system.
Applications, along with your resume and other supporting documents must be submitted through Apply to Education – www.applytoeducation.com.
If you require accommodation for reasons of disability in the application or interview process, please inform our Human Resources department at [email protected] or 519-756-6505. The application package is available in accessible formats upon request. We thank all applicants for their interest, however, only those considered for an interview will be contacted.
Applications must include:
Cover Letter
Resume
Pastoral Reference
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