Executive Assistant to Superintendent of Education

Sault Ste. Marie

Office & Administration

POSTED: 7 days ago

Algoma District School Board

16019

November 15, 2024

Full Time

The Algoma District School Board is accepting applications from candidates wishing to be considered for the position of Executive Assistant to Superintendent of Education. Reporting to Superintendents of Education, the Executive Assistant is responsible for providing professional and senior level administrative assistance and operational support to the Superintendents and Director.

The Executive Assistant will manage schedules, communications and special projects, fostering positive relationships with staff, stakeholders, and the community, requiring a high level of confidentiality, discretion, and professionalism.

Duties and Responsibilities:
-Maintains an extremely high regard for confidentiality, discretion and professionalism, in a variety of areas
-Serves as the primary point of contact between the Superintendent and internal/external stakeholders (parents/guardians, principals, managers, staff, community members, agencies), responding to inquiries and de-escalating/channelling concerns, promptly and professionally
-Liaises with Ministry of Education personnel, trustees, and director/superintendents; drafts, reviews, and distributes board items, agendas, correspondence, memos, presentations, and reports on behalf of the Superintendent
-Maintains the Superintendent's calendar, scheduling appointments, meetings, and events with a strong attention to detail
-Organizes and coordinates meetings, ensuring appropriate meeting logistics, agendas, and materials are prepared and distributed
-Tracks and manages project tasks and deadlines, ensuring successful completion
-Monitors Superintendent budgets and utilizes internal Board Financial system software for entering purchase orders, running budget reports, etc.
- Establishes and maintains efficient physical and electronic filing systems for records, documents, and files
-Coordinates travel arrangements and prepares itineraries for the Superintendent as necessary
-Works collaboratively with the other Executive Assistants and the Executive Assistant to the Director who, as needed, coordinates and prioritizes work tasks
-Completes general office duties and other tasks as assigned

Education
-Post-secondary diploma in Office Administration (or equivalent)
-University degree in a related/relevant field (preferred)

Experience
-Four (4) years of experience in an executive assistant position or administrative support
-Minimum of two (2) years experience in the education system preferred (familiarity with educational policies, procedures, and regulations)

Skills
-Exemplary oral and written communication skills
-Strong interpersonal skills, with the ability to build relationships and work collaboratively across teams
-Exceptional organizational skills and attention to detail
-Excellent computer skills (e.g. Microsoft Office: Outlook, Word, Excel, PowerPoint, Publisher, Forms, Teams)
-Demonstrated problem-solving abilities and a proactive approach to tasks
-Demonstrated initiative and ability to work independently and in a team-oriented environment
-Ability to multitask and manage time effectively in a fast-paced environment.