Executive Assistant - Secretary Treasurer
School District #44 (North Vancouver)
Vancouver, Canada
2d ago

Executive Assistant Secretary Treasurer

We provide world-class instruction and a rich diversity of engaging programs to inspire success for every student and bring communities together to learn, share and grow.

Core Function

The Executive Assistant to the Secretary-Treasurer provides support to the Secretary-Treasurer by efficiently and effectively handling administrative duties and responsibilities of the Office of the Secretary-Treasurer and the Board of Education in all matters pertaining to the Board’s corporate affairs, Board meeting agenda and meeting minutes.

The Executive Assistant demonstrates sound judgement and tact in dealing with Trustees, district staff, partner groups and the general public on a variety of matters.

Key Responsibilities Include :

  • Provides confidential administrative support necessary to Secretary-Treasurer and the Board of Education.
  • Prepares agendas, minutes of Board of Education meetings, initiates follow-up action, analyzes and establishes priorities and timelines, and other related support for the Board of Education.
  • Schedules, organizes and coordinates meetings and special events for the Secretary-Treasurer and the Board of Education, and, where required, attends as a resource.
  • Initiates action for administrative matters not requiring the Secretary-Treasurer’s personal attention and refers requests or queries to appropriate staff for action.
  • Prepares a wide range of reports and presentations or conducts research on a variety of business, policy and legal matters as assigned.
  • Maintains comprehensive knowledge of the organization, policies and administrative procedures of the school district and relevant legislation.
  • Prepares and / or coordinates responses to time-sensitive requests for information such as requests under the Freedom of Information and Protection of Privacy Act or insurance questions under the School Protection Program.
  • Responds to requests for information, complaints and issues from the public, school district community, Trustees and partner groups about board agendas, meetings and procedures and policies.
  • Administers and initiates projects with minimal supervision, in conjunction with the day-to-day operations of the office of the Secretary-Treasurer.
  • Develops, implements and maintains an appropriate filing system for the Board and School District records.
  • Performs other duties as required by the Secretary-Treasurer.
  • Training and Experience Requirements :

  • Two years of post-secondary education and a minimum of 5 years of relevant experience in a responsible administrative position
  • Ability to work independently and take initiative, make decisions, plan and follow-up on projects to ensure tasks are completed in a timely manner
  • Availability to attend Board meetings or events that may fall outside of normal working hours during school year.
  • Ability to maintain professional communication, both verbally and in writing, and maintain confidentiality with a range of stakeholders.
  • Ability and desire to work as part of the team of Executive Assistants providing support to senior staff and the Board of Education.
  • Access to classified information through attendance at meetings, files and records requires the Executive Assistant to maintain confidentiality at all times.
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