PLEASE NOTE: This posting is currently for internal Foothills School Division candidates only. The Opportunity

The Executive Assistant plays a crucial role in providing comprehensive administrative support to the Superintendent and three Assistant Superintendents (Executive Team). This position involves a wide range of tasks aimed at ensuring the efficient operation of the Executive Team offices and facilitating effective communication both internally and externally.

The Responsibilities Provide a wide variety of specialized, complex and confidential administrative support to the Executive Team.

Cultivate positive relationships with internal team members, external partners, clients, and vendors on behalf of the Executive Team. Serve as a liaison to facilitate effective communication and collaboration across departments.

Provide administrative support to the Board and Board members; administer arrangements for Board meetings, Board committee meetings, and Board activities; support organization of Board agenda and take Board minutes.

Manage the schedules and appointments of the Executive Team. Prioritize conflicting demands and ensure the Executive Team schedules are optimized for productivity.

Develop and manage Executive Team meeting agendas; coordinate and facilitate information and action items surfacing from those meetings; coordinate necessary employee calendars to meet with Executive Team members.

Act as the primary point of contact between the Executive Team and internal/external stakeholders. Manage correspondence, emails, and phone calls efficiently, responding on behalf of the executive when appropriate and ensuring timely follow-up.

Coordinate activities for the Executive Team; prepare meetings/conferences including all travel accommodation and subsistence arrangements.

Communicate, consult, and coordinate with school and office administration, Division Office, maintenance, transportation, School Council chairs, and external stakeholders to advance system priorities as necessary for members of the Executive Team.

Prepare and maintain the Annual Division Calendar as directed by the Executive Team.

Support liaison with Alberta Education, Municipal Partners, Premier/MLA, Offices, Council of School Councils (COSC), and external education partners.

Facilitate Foothills Administrators' Association (FAA) meetings, support the Superintendent in preparation of the agenda and arrange background materials/resources; provide support to the committee members organizing FAA Learning.

Maintain the Board and Division online policy and procedures; support/follow up and necessary communication with regard to reviews and development of Division policy and procedure.

Handle expense reports, reimbursements, and financial records for the Executive Team members as necessary. Track expenses, reconcile credit card statements, and ensure compliance with company policies.

Lead or participate in central services special projects, Division initiatives, and presentations as assigned by the Executive Team. Provide administrative support for project planning, coordination, and documentation.

Support the Division website with Executive Team communications in collaboration with the Manager of Communications and Community Engagement.

Manage, organize, and coordinate booking, setup, and cleanup of the Board Room and the other available shared meeting spaces of Spitzee Crossing Building for FSD staff as directed by Executive Team. Communicate weekly with other tenants at Spitzee Crossing to facilitate room bookings and avoid conflicts.

Provide support and assistance as part of the central services team as directed by the Executive Team

Exercise sound judgment and discretion in handling competing priorities and urgent matters. Anticipate needs, identify opportunities for process improvement, and streamline workflows to optimize the executive's time and productivity.

Provide support and assistance to Corporate Services in managing school fee waivers, access cards, and parking passes.

Coordinate and maintain current cell phone list for all FAA members and the emergency call out process. Position Requirements

Education:

Preferred post-secondary degree or diploma in related fields (Business Administration, Office Management, etc). At a minimum, a college diploma is required.

Experience:

Three (3) to five (5) years of related experience at the executive level is preferred. Experience as an administrative assistant in related roles will be considered. Familiarity with administrative processes in K-12 education is advantageous.

Skills and Abilities: Organizational Skills: Ability to manage complex calendars, arrange meetings, and handle correspondence efficiently and accurately.

Communication: Have excellent written and verbal communication skills.

Confidentiality: Demonstrated ability to handle sensitive information discreetly.

Technology Proficiency: Competence in using office software (e.g., Microsoft Office Suite, various organization software systems).

Adaptability: Flexibility to work in a dynamic environment and adapt to changing priorities.

Problem-solving: Resourceful and able to find solutions independently and with a positive and optimistic approach.

Collaboration: Works well with diverse teams and stakeholders.Applications should include a cover letter and a resume that summarizes related experiences. Please apply through our careers page on our website only. This posting will remain open until April 26, 2024 at noon.

We appreciate and consider all applications, but only those applicants selected for further consideration will be contacted.