Executive Assistant
Affiliation:
Exempt
Supervisor:
Associate Superintendent and District Principals
Date of Revision:
June 5, 2024
Position Summary
The Executive Assistant (EA) reports to an Associate/Deputy Superintendent and to the District Principal, Inclusive Education Services and District Principal, Safe and Healthy Schools (Supervisors). The EA is responsible for managing the delivery of administrative services to the Supervisors using a high degree of professionalism, confidentiality, discretion and strong financial and management skills. The EA operates with significant independence while ensuring adherence to the district's guidelines, policies and regulations as well as that of the BC Ministry of Education and Child Care in overseeing the administrative needs of the Supervisors. The position is expected to establish and maintain positive working relationships and demonstrate compassionate leadership, sound judgment, and functions with tact and diplomacy when liaising with the public, District Staff, STA, CUPE, and other related partner groups.
Duties and Responsibilities
Provides support and administers the day-to-day operation of the Supervisors; attends and participates in weekly administrative meetings.
Manages the calendars and schedules of the Supervisors through careful planning, coordination and communication to maximize time management and ensure deadlines are met.
Co-ordinates and prioritizes meetings and administrative requests and determines issues of priority and flags urgent situations.
Anticipates information needs of the Supervisors and researches, extracts and collates information for the preparation of reports and other documentation.
Checks and follows up on issues or projects, ensuring they are addressed and resolved in an accurate and timely manner.
Manages and assigns tasks and/or projects to administrative support staff, in consultation with the Supervisors, and provides the necessary supervision, guidance and/or training to such staff to ensure deadlines are met.
Organizes compiles, and summarizes meeting materials and ensures confidentiality of documentation and information.
Develops, implements, and maintains administrative systems, procedures and standards.
Regularly performs data analysis of external/internal databases (MyEd, Sharepoint, and Atrieve) to maintain current and accurate Inclusive Education data.
Regularly extracts, updates and publishes designated student information for all schools in the district.
Processes District Screening Committee results to external/internal databases; maintains IEP caseloads for Specialist Teachers in external database.
Processes Modification Screening Committee results for students approved for a modified educational program.
Assists with the development of department budgets and the allocation of school IES supply budgets; prepares Budget Transfers, Journal Entries, Purchases and Purchase Orders as needed; tracks and monitors overall budget expenditures for the Supervisors; attends and participates in quarterly forecast meetings.
Tracks EA Staffing Notifications issued by Human Resources and updates staffing spreadsheet accordingly for IES department use.
Reviews daily EA Replacement Reports prepared by Human Resources and ensures Supervisors have timely access.
Assists with the preparation and organization of yearly contracts (VIHA, O&M Services) and Professional Service Agreements as needed.
Composes or prepares a variety of confidential correspondence, memos and reports for the Supervisors using efficient technology for communication.
Oversees reconciliation and coding of credit card transactions for the Supervisors and Administrative Leads and submits monthly reports to the Accounting department within established deadlines.
Verifies and processes accounts payable items and ensures documentation, calculations, coding and signing authorities are accurate.
Co-ordinates and arranges travel requirements for the Supervisors; reconciles and verifies travel and expense claims accordingly.
Reviews and maintains department information and resources posted to the District Intranet site (Engage); communicates with District Communications Manager for updates to the District Internet site.
Updates communication resources (i.e. Outlook contact lists, MS Team channels/members, Business Continuity Plan) for departments and schools.
All other related administrative duties as may be requested by the Supervisors.
Education and Experience
Post-secondary diploma in a Public, Business or Office Administration Program with specific coursework in basic accounting (Level 1 or greater).
Minimum five years recent and progressive experience in an Executive office environment.
Minimum two years recent experience utilizing the provincial student information system (MyEdBC, Student Services module) with the strong knowledge of Ministry of Education and Child Care data collective (1701), funding and district/school reporting processes as it pertains to designated students.
Advanced computer skills in Microsoft Office 365 (Outlook, Word, Excel, OneNote, PowerPoint, Sharepoint and Teams).
Experience working in the K-12 education sector.
Competencies
Strives for Personal Excellence: is mindful, remains calm and responds thoughtfully; takes pride in work; takes initiative and proactively plans, prioritizes, and organizes work; follows the District's Code of Conduct and values; follows through on commitments and takes responsibility for actions.
Practices a Growth Mindset: demonstrates a positive outlook towards learning and is committed to ongoing development to expand skill set; stays current; reflects on self to continually learn and improve; remains positive; demonstrates adaptability and is willing and able to adjust to changes.
Thinks Critically and Creatively: asks questions for better understanding; uses a solution-based approach to analyze relevant facts, evidence, and data to determine specific issues and inform ways forward; thinks outside of the box; looks for opportunities to continuously improve.
Effectively Communicates and Collaborates: clearly articulates thoughts and ideas and shares timely and relevant information openly, honestly, and respectfully using oral, written, and visual formats; actively listens and respond appropriately; seeks opportunities to gain input and is open minded to the ideas and point of views of others.
Builds Relationships: actively shows courtesy and respect to all, proactively builds healthy and trusting relationships; contributes to a positive working environment; cares about the wellness of others and makes connections.
Fosters Interconnectedness: supports a welcoming and safe environment that values and appreciates differences and is reflective of everyone; assists in honouring and weaving Indigenous history, culture and language, and ways of being throughout the District.
Job Description
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