Executive Assistant

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Position: Executive Assistant

Reports to:  Superintendent, Secretary Treasurer, Human Resources Coordinator

Policy: The Executive Assistant provides administrative support with a wide variety of tasks to the Board of Trustees, Superintendent, Secretary Treasurer, and Human Resources Coordinator, that ensures efficient and effective operation of the PRSD Administration Office while ensuring a high degree of confidentiality at all times at work and outside of the workplace.

Responsibilities and Duties:

Board of Trustees

• Compiles and distributes PRSD Board of Trustees’ agenda packages, and minutes.
• Maintains and communicates a calendar of meetings and events for the Board of Trustees. Coordinates PRSD Board of Trustees’ registrations and makes arrangements for approved conferences, meetings, etc.
• Provides administrative support to PRSD Board of Trustees’ initiatives and projects; community consultations, Board planning sessions.

Superintendent

• Provides administrative support for the Superintendent (correspondence, research, newsletters, meeting reports, information reports, filing, photocopying, faxing, emailing, etc.) as required
• Revises, maintains and communicates the Prairie Rose School Division Policy Manual under the direction of the Superintendent.
• Prepares, organizes, updates, finalizes and distributes under the direction of the Superintendent; the approved divisional calendars, PRSD Annual Community Report, and PRSD Educational Plan.
• Prepares, and updates divisional PRSD Student Achievement Report; based on data that is gathered from various sources, i.e. Literacy, Numeracy, etc.
• Collects and distributes various month-end reports received from school administrators, i.e. student enrolment reports, school drill reports, etc., to the appropriate senior administrator(s).
• Collects, prepares, tracks, and distributes documentation for Student Suspensions to the Superintendent and Board of Trustees.
• Attends and records meeting minutes as required by the Superintendent, Secretary-Treasurer.

Secretary – Treasurer

• Attends, records, and prepares minutes, and provides administrative support to regular board meetings and assigned PRSD Board Committees.
• Creates and distributes the Board of Trustee Monthly Indemnity form under the direction of the Secretary-Treasurer.
• Provides administrative support for the Secretary – Treasurer regarding matters of the Board (correspondence, research, newsletters, meeting reports, information reports, filing, photocopying, faxing, emailing, etc.) as required.

Human Resources

• Provides administrative support for the Human Resources Coordinator (correspondence, research, newsletters, meeting reports, information reports, filing, photocopying, faxing, emailing, etc.) as required
• Keys job postings for all professional and support staff position, ensuring deadline dates are adhered to; follows up to ensure a draft is received from applicable newspapers and all revisions are made for newspaper and placement; distributes approved job postings to PRSD schools, PRTA, CUPE 4701, and posts to Apply to Education, and newspapers where applicable.
• Receives resumes for all vacant positions by means of email, fax, and mail and drop ins; prepares and organizes resumes for corresponding electronic job file. Prepares interview packages as required.
• Organizes, maintains, and purges all electronic competition files and uploads required documents on SharePoint.
• Updates and merges correspondence for signature for staff employment letters, teacher contracts, leave requests, assignment changes, resignations and educational assistant annual recall and layoff letters.
• Advises computer services of all new staff employments and resignations for email activation and termination.
• Enters and updates employee information on Bellamy human resources system; not limiting to but including criminal record and child abuse registry checks, employee performance evaluations, contract information, training, etc.
• Maintains, purges, and shreds employee personnel files as per the guidelines on the retention and disposition of school division records.
• Maintains employee years of service database for years of service and retirement recognition.
• Receives, prepares and organizes casual employees including Substitute Teacher applications ensuring all necessary checks and references are provided and submits to the appropriate Senior Administrator for review; enters and updates the approved casual employee including Substitute Teachers in various approved school used databases, i.e. SD Schedule, EA Substitutes, Custodians, etc.

General

• Provides front desk coverage on a scheduled and as needed basis, as determined by the Secretary Treasurer; coverage could include but not restricted to meal breaks, vacation, and other days away.
• Creates, updates, and uploads forms on SharePoint for Division and School use.
• Receives, responds, reviews and forwards emails from divisional email to the appropriate department.
• Maintains directories including but not limited to school contacts, rural municipalities and parent advisory councils.
• Maintains and updates automated voice mail phone, divisional postage systems and PRSD Website
• Creates and updates Email Signatures for Division Office staff.
• Maintains, communicates and coordinates calendars for meeting rooms and special event arrangements.
• Coordinates Senior Administration registrations and makes arrangements for approved conferences, meetings, etc.

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
• Strong communication skills, including demonstrated ability to produce clear written communication and correspondence
• Strong interpersonal skills, including demonstrated ability to interact positively and work effectively with others
• Exceptional organization and time management skills, with the ability to prioritize, and strong attention to detail