REPOST S-| Executive Secretary

Details of the position

Job title:

Executive Secretary

Department:
Secretary General

Location:

Board Office - Magog, Quebec

Workload & schedule: 35 hours per week

Monday to Friday 8:30am to 4:30 pm

Hybrid telework arrangements may be available following the successful completion of the probationary period, in accordance with organizational policies and operational requirements.

Status:
Regular full-time

Potential start

Date:
October 13, 2026

Hourly Rate: $25.83 - $29.83

Supervisor:
Secretary General / Director of Communications and School Transportation Services

In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in performing, in a relatively autonomous manner, secretarial duties of a complex nature for one or more persons.

Duties of secretary

• Provide comprehensive administrative support to the department(s), ensuring the efficient management of daily operations.
• Respond to inquiries regarding files, meetings, policies, regulations, and other administrative matters; issue reminders as required.
• Receive, review, prioritize, and distribute incoming correspondence.
• Gather, research, and compile information required for files and projects.
• Prepare draft correspondence and responses within the scope of assigned responsibilities.
• Prepare summaries of complex issues and files for management review.
• Welcome visitors, provide information within the scope of the position, or direct them to the appropriate resource.
• Manages the Board’s main telephone line and serves as a key point of contact for internal and external stakeholders.
• Manages first level complaints from parents along with the Secretary General
• Provides administrative support to the Council of Commissioners by preparing and coordinating meeting documentation, ensuring follow-up of decisions, and supporting the efficient functioning of governance activities.

• May manage calendars and schedule appointments for the administrators supported.
• Organize meetings, including:
  • Coordinating participant availability and sending meeting invitations.
  • Reserving meeting rooms or venues.
  • Preparing meeting rooms, equipment, and required materials.
  • Arranging refreshments when required.
  • Preparing meeting documentation and agendas.
  • Attending meetings, when required, to record minutes and prepare reports.
  • Travelling to meeting locations, when necessary, to assist with meeting logistics.

• Draft memoranda, bulletins, reports, agendas, meeting minutes, and other administrative documents.
• Maintain and update internal documents and departmental records.
• Develop, organize, and maintain filing systems.
• Archive department records in accordance with applicable policies and retention schedules.

• Coordinate purchasing activities for the department(s).
• Prepare purchase orders and monitor order status.
• Process invoices, ensuring timely payment.
• Code invoices to the appropriate budget accounts.
• Monitor departmental budgets and grant expenditures.
• Prepare requests for payment and other financial documentation.

• Assist in training new Executive Secretaries and coordinate the work of support staff, as required.
• Perform other related duties consistent with the position.

Meet one of the following profiles:

Have four (4) years of pertinent experience

• Fluency in French and English (spoken and written)
• Proficien…