Administrative Assistant - Office

Administrative Assistant – Central Office

Buffalo Trail Public Schools is committed to maximizing student learning in a safe and caring environment supported by a highly effective team.

In support of this work, we are seeking a highly organized and service-focused Administrative Assistant to join our Central Office team. This position provides comprehensive administrative support across multiple departments, with a strong emphasis on front‑line reception, communications support, and records management.

Reporting to the Assistant Superintendent of Human Resources, the successful candidate will be a self‑directed and proactive professional who demonstrates sound judgment, accountability, and strong attention to detail while contributing to an efficient, responsive, and welcoming central office environment.

• Start Date:
  
  As soon as possible
• Location:
  
  Buffalo Trail Public Schools, Central Office, Wainwright, Alberta
• Hours:
  
  8:30 am – 4:30 pm, Monday to Friday (including a 1‑hour unpaid lunch break)
• Note:
  
  This is a continuing, 12‑month position. The work year follows the Central Office operational calendar and includes a scheduled summer break

• Serve as the primary reception contact for Central Office, greeting visitors and responding to inquiries with professionalism, discretion, and sound judgment.
• Manage the main switchboard and general email inboxes, ensuring accurate triage, timely follow‑up, and appropriate escalation.
• Complete daily opening and closing procedures to ensure the office is secure, operational, and prepared for staff and visitors.
• Coordinate incoming and outgoing mail, courier services, deliveries, and visitor access to the building.

• Prepare, edit, and format internal and public‑facing, publication‑ready correspondence, reports, presentations, and meeting materials, ensuring advanced formatting, proofreading, and the effective use of tables, charts, and visual elements.
• Assist with drafting, formatting, and distributing internal and external communications.
• Support scheduling, meeting coordination, travel arrangements, and logistical planning for assigned Central Office departments and leadership.
• Prepare materials for meetings, engagement initiatives, and division‑wide communications, ensuring clarity, consistency, and professionalism.
• Maintain organized electronic and hard‑copy filing systems to support efficient workflow and information retrieval.
• Assist with the preparation, retrieval, and organization of records in response to operational needs, audits, or information requests, as directed.
• Perform data entry, verification, and reporting to support departmental information management and compliance requirements.
• Provide back‑up administrative support during staff absences or peak operational periods.

• Perform other related administrative duties as assigned, based on Central Office operational needs and the incumbent's demonstrated skills and experience.

• High‑school diploma supplemented by an Office Administration or Business Administration certificate/diploma.
• Minimum two (2) years of administrative experience, preferably in a public‑sector or unionized environment.
• Advanced proficiency in Google Workspace (Gmail, Google Calendar, Docs, Sheets, Slides, and Drive), with demonstrated ability to work independently in a cloud‑based, collaborative environment, including shared document management, calendar coordination, and version control.
• Working knowledge of Microsoft Office applications, with the ability to transition documents between platforms as required.
• Demonstrated ability to produce high‑quality, public‑facing documents and reports, including advanced formatting and the integration of graphics, charts, tables, and visual elements.
• Proven track record of exceptional accuracy, proofreading, and quality control, particularly in high‑visibility or time‑sensitive document production.
• Excellent written and verbal communication skills.
• Strong organizational and time‑management skills, with the ability to manage competing priorities in a fast‑paced environment.
• Demonst…