Executive Assistant to Secretary Treasurer

Overview

Position Description The Executive Assistant provides support to the Secretary Treasurer by efficiently and effectively handling the administrative duties and responsibilities of the Office of the Secretary Treasurer and the Board of Education. The scope of this position is broad and requires tact in dealing with Trustees, District Staff and the public for a variety of matters. The Executive Assistant requires a high level of confidentiality and is the official recorder of all Board Meetings.

• Hours:
  
  40 hours/week, minimum 8 hours per day
• Work Year Base:
  Twelve (12) months per year
• Annual Salary Range: $66,049 - $82,561
• Reports to:
  
  the Secretary Treasurer

• Administers the day-to-day operation of the Secretary Treasurer and manages complex calendars, correspondence, travel and meeting logistics for the Secretary Treasurer and the Board of Trustees;
• Schedules, organizes and coordinates meetings and special events for the Secretary Treasurer and the Board of Education, and where required, attends as a resource;
• Maintains official Board records and ensures compliance with the School Act, Board Policies, and FOIPPA and all reporting requirements are met;
• Maintains comprehensive knowledge of the organization, policies and administrative procedures of the District and relevant legislation;
• Researches new policies and procedures, edits draft policies and procedures, coordinates public feedback on draft policies, uploads policies to the District website, and provides insight on existing policies;
• Ensures proper execution of contracts, including obtaining signatures, notarization (if required), and secure storage of executed agreements;
• Prepares various reports, presentations and other documents while performing a wide variety of administrative tasks, requiring independent judgement and action;
• Composes routine and non-routine correspondence, for signature by the Secretary Treasurer and Board Chair;
• Prepares correspondence and/or coordinates responsive records to time-sensitive requests for information such as requests under the Freedom of Information and Protection of Privacy Act or insurance matters under the School Protection Program;
• Takes and publishes detailed/accurate minutes for meetings involving the Board of Education and related committees;
• Organizes meetings and events with a variety of participants and coordinates the logistics, including facilities and catering; and
• Other duties as assigned by the Secretary Treasurer.

• Post-secondary diploma in a Public, Business or Office Administration program and 5 years of progressive experience in an administrative environment;
• Well-developed minute-taking and agenda preparation skills including office experience working in a confidential capacity;
• Superior secretarial, analytical, organizational, interpersonal and communication skills;
• Must be confident working with internal and external clients, including the public, municipality, senior team and the Board of Trustees;
• Availability to attend board meetings or events that may fall outside normal working hours during the school year;
• Ability to set priorities, work independently, adapt process and procedures, manage multiple projects, analyze data and prepare correspondence and reports;
• Experience working in the K-12 education sector would be considered an asset; and
• Class 5 Driver’s License and cleared Criminal Record Check.

Why Choose School District No. 60?

• Fort St. John is the most affordable small city in BC for housing/real estate with rental prices to suit any budget.
• Competitive salary, extended health, benefit coverage, pension
• Community access to Mountains, Lakes and Wildlife
• Small town vibe with city amenities
• Regional Airport that provides reliable access to the community and access to major International Airports (YVR & YYC)

Proof of graduation and/or highest level of education is required prior to starting work

Angela Telford - Secretary-Treasurer  or email

All applications must be made through the Make A Future website for consideration for the position. If you require assistance with the online application process, please contact

We thank all applicants for their interest; however, only those selected for an interview will be contacted.