Prairie Rose School Division

Manitoba Canada

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You are here: Home / Careers / Job Descriptions / Senior Executive Assistant

Senior Executive Assistant

Printable Version

Approved:      June 15, 2020
Position:         Senior Executive Assistant
Reports to:     Secretary-Treasurer

The Senior Executive Assistant provides administrative support to the Superintendent/CEO, Secretary-Treasurer, and Board of Trustees.

PROFESSIONAL CHARACTERISTICS AND COMPETENCIES

  • Professional and Respectful – Presents a professional image and establishes and maintains good working relationships with PRSD personnel, Manitoba Education, provincial and local government agencies, and community partners
  • Attitude – displays a positive and professional attitude daily
  • Communication – Possesses effective communication skills and a high level of diplomacy, tact, discretion, and professionalism when dealing with students, staff, and constituents of the school division
  • Confidentiality – Respects a high degree of confidentiality at all times; both at the workplace and in the community
  • Organized – Organizes and prioritizes a high volumes of work with multiple demands, deadlines, and interruptions while maintaining close attention to detail
  • Teamwork – works cooperatively and effectively with PRSD supervisors, colleagues, and professional and supportive staff towards reaching a common goal

Specific Authority, Duties, and Responsibilities:

  • Provides administrative support for the Superintendent/CEO and Secretary-Treasurer (scheduling of meetings, correspondence, research, filing, photocopying, faxing, emailing, etc.)
  • Prepares and distributes Board meeting agendas and meeting minutes
  • Maintains the PRSD Policy Manual and Administrative Procedure Manual
  • Maintains and updates SharePoint
  • Maintains PRSD website and provides direct support to school websites
  • Manages and releases PRSD communication using School Messenger
  • Prepares and distributes PRSD stakeholder communication; Board Meeting Highlights, PRSD Pulse, etc.
  • Prepares and distributes the PRSD calendars
  • Collects and distributes various month-end reports received from school administrators
  • Coordinates senior administration registrations and arrangements for approved conferences and meetings
  • Prepares and manages trustee expense claims
  • Coordinates Board of Trustee registrations and arrangements for approved conferences, workshops, and meetings.
  • Provides organizational and on-site administrative support to PRSD Board of Trustees’ initiatives and projects; community consultations, and annual Board planning sessions
  • Coordinates required professional development and training sessions for trustees as requested by the Board of Trustees and/or Board Committees
  • Completes special projects and other related duties, including, and when able, administration support to the senior administration team as approved by the Superintendent/CEO and/or Secretary-Treasurer

The Senior Executive Assistant, under the direction of the Secretary Treasurer, will support the PRSD administrative support office team in a way that promotes a positive, respectful, efficient and effective operation of the school division office.

The Senior Executive Assistant:

  • Supports the Secretary-Treasurer with the resolution of concerns as needed
  • Supports the Secretary-Treasurer with the implementation of changes that are necessary to improve the structure and function of the PRSD administration support office team inclusive of job descriptions, professional development, and training
  • Schedules vacation periods and other requests for leaves for administration office staff
  • Supports the Secretary-Treasurer with the recruitment and selection of administration office staff
  • Supports and facilitates the Secretary-Treasurer’s regular performance reviews of the administration office support team
  • Development and implementation of procedures for the PRSD administration office staff (Handbook)

Educational Qualifications / Experience

  • Post-secondary education in office or business administration and/or 3-5 yrs. experience in providing progressive administrative support at a senior management level ensuring confidentiality, integrity, diplomacy, and professionalism, or an equivalent combination of education and experience;
  • Knowledge of administrative practices and procedures;
  • Proficiency with MS Office suite of products (Word, Excel, PowerPoint, Outlook) Adobe products and web based programs with particular aptitude for preparing and formatting correspondence, reports and documents;

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Prairie Rose School Division
Box 1510, 45 Main Street South,
Carman, MB R0G 0J0
Ph: 204-745-2003 Fax: 204-745-3699

Superintendent: Terry Osiowy

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