January 20, 2020
M.A.S.S. NOTICE OF VACANCY
Position: Executive Assistant – School Programs
Salary Range: $54,088 to $64,501 – Band 3
Location: School Programs - New Street Education Centre
Work Schedule: 35 hours/week, 12 months/year
Start Date: February 10, 2020
The Executive Assistant is the front line contact and provides administrative support in all operational matters to the Superintendent(s), System Principal(s), Associate Director and/or Director, and manages budgets, problem solves and provides departmental communication link for supervisors’ portfolio work. The Executive Assistant administers and coordinates departmental functions and special events; monitors, prioritizes and balances workload to ensure adequate resources to meet deadlines. As well as, acts as liaison and collaborative team player in a positive work environment.
Administers and coordinates departmental functions, monitors and balances workloads to ensure coverage and resources during peak times to meet all deadlines, acts as liaison and collaborative team player between other managers and support staff
Manages multiple-initiatives and coordinates day-to-day operations of the Superintendent and System Principal(s) Office, including delegation of tasks, scheduling of meetings, responding to community/public, staff and trustee inquiries
Exemplary interpersonal skills to facilitate effective working relationships with a broad range of staff (executive and administrative assistants, superintendents, system principals, program coordinators, consultants and instructional program leaders)
Researches, analyzes and synthesizes material on behalf of the Superintendent and System Principal(s) on a variety of matters
Responds to external inquiries and concerns of the public, staff or students in a knowledgeable, tactful and supportive manner, identifies those matters which require personal attention of the Superintendent or System Principal(s); effective communications with stakeholder groups and providing a conciliatory role for the superintendent
Directs and responds to all internal communications pertaining to the operational domain of the Superintendent, determining the importance and urgency of requests and initiating appropriate action, following up to ensure divisional deadlines are met
Prepares meeting materials and written communication with highly skilled attention to detail and accuracy
Manages and maintains the annual budget of Superintendent and System Principal’s area of responsibility
Responsible for regular correspondence and prepares/expedites Board procedural forms and drafts more complex correspondence/documents and Board submission for review by the Superintendents and System Principals
Administers, monitors and reconciles SmartFind Express, vacation entitlement, overtime, etc.
Manages time effectively and responsibly
College Diploma in Office Administration or equivalent
Four (4) years of work experience in a related field, school office experience preferred
Understanding of all major software and online applications (e.g,. Google Suite; MS Office)
Ability to maintain the highest level of confidentiality while providing administrative support
Excellent managerial and organizational skills with an ability to multitask
Strong oral and written communication skills
High emotional intelligence and strong interpersonal skills
Customer service focused
Highly effective time management skills with the ability to prioritize workload
General knowledge of finance and accounting principles
Strong problem solving abilities
Ability to work independently and interdependently as part of a collaborative team
Proficiency in online and software applications such as BAS, Trillium, iSYS and MVal is preferred
Familiarity with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives is preferred
Familiarity with understanding and interpreting Board Policies and Administrative Procedures is preferred
Oral language proficiency in more than one language is preferred
Applicants with a combination of equivalent education and experience may be considered
Applications, along with your resume and other supporting documents must be submitted through Apply to Education – www.applytoeducation.com by Friday, January 24, 2019 at 4:00 PM
Job Category: Management & Professionals - Job Code # 2808419
We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants’ Apply To Education profile page.
First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.
We believe that every person has a right to equitable treatment and freedom from discrimination.
The Halton District School Board recognizes the intents contained in the Canadian Charter of Rights and Freedoms and the Ontario Human Rights Code.
Upon request, we will make reasonable interview and employment accommodations during the selection process, based on any of the human rights protected grounds.
Ensuring the safety of our students is essential. For this reason, external applicants hired to the HDSB must provide an original copy of an acceptable criminal background check with vulnerable sector screening.
The HDSB is committed to providing a respectful and healthy work environment.