Executive Assistant

New Westminster Schools Career Opportunity EXECUTIVE ASSISTANT

New Westminster Schools is seeking a self-motivated, organized, and collaborative individual to fill the role of Executive Assistant accountable for providing exceptional administrative support to the District’s Senior Management Team (the Team) located at the District Office .

The Executive Assistant will provide administrative support to the Senior Management Team located at the District Board Office. The individual will be responsible for providing confidential senior level administrative duties; including handling matters that are exceedingly sensitive and highly confidential in nature, scheduling and maintaining appointment calendars, booking meeting facilities, and ensuring all logistics and materials for meetings are organized. The Executive Assistant will also support key District projects and initiatives, analysis of incoming and outgoing documents for action, and coordination, preparation and submission of District and Ministry reports and drafting of routine correspondence.

• Prepares correspondence, documents, presentations, materials, reports, forms, agendas and minutes of committee/district leadership meetings; prepares research to support the development of related materials to inform the Senior Management Team decision-making
• Composes and distributes internal communications to Principals regarding policy, practices and procedures, responds to written and verbal enquiries
• Manages functions, organizes meetings, prepares materials, coordinates dates and times, maintains confidential files, and organizes training sessions for district personnel on specific functions.
• Provides confidential administrative support to the assigned Team members
• Anticipates workflow and assists the Team to maintain high quality and timely presentations and document submission
• May be assigned to take minutes at Board of Education meetings as required; must be able to work evenings
• Designs and develops handbooks, brochures and handout materials, including materials and support for the Team
• Coordinates budget and completes department accounting and reporting
• Manages processes for various programs including Programs of Choice, Early Development Instrument and Foundation Skills Assessments. Coordinates materials, assists teachers to manage computerized processes, data input and communication of results
• Assists in coordination, development and implementation of administrative policies and procedures
• Analyzes incoming and outgoing documents for action, coordinates preparation and submission of reports and drafts routine correspondence, procedures and other documents
• Conducts research, organizes data and prepares data displays for District use
• Researches professional development materials as required
• Liaises with staff, schools, Ministry officials, publishers and others to inform District processes
• Maintains database and documentation
• Interacts with parents and guardians
• Orders educational software and maintains licensing agreements to ensure legal compliance

The successful candidate will be an individual who is outstanding at anticipating needs, bringing a “customer service” orientation to every interaction with both internal and external stakeholders. A self-starter with demonstrated professionalism, superior administrative and organizational skills. Willingness to work some evenings and at times longer hours on short notice as needed to meet deadlines.

• Completion of a Business Administration program, Bachelor’s Degree or equivalent education combined with relevant work experience;
• Five years’ relevant experience in a progressively more complex administrative support role,…