The Algoma District School Board is accepting applications from candidates wishing to be considered for the position of Executive Assistant to Superintendent of Education. Reporting to Superintendents of Education, the Executive Assistant is responsible for providing professional and senior level administrative assistance and operational support to the Superintendents and Director. The Executive Assistant will manage schedules, communications and special projects, fostering positive relationships with staff, stakeholders, and the community, requiring a high level of confidentiality, discretion, and professionalism.
Qualifications:
Education
Post-secondary diploma in Office Administration (or equivalent)
University degree in a related/relevant field (preferred)
Experience
Four (4) years of experience in an executive assistant position or administrative support
Minimum of two (2) years experience in the education system preferred (familiarity with educational policies, procedures, and regulations)
Skills
Exemplary oral and written communication skills
Strong interpersonal skills, with the ability to build relationships and work collaboratively across teams
Exceptional organizational skills and attention to detail
Excellent computer skills (e.g. Microsoft Office: Outlook, Word, Excel, PowerPoint, Publisher, Forms, Teams)
Demonstrated problem-solving abilities and a proactive approach to tasks
Demonstrated initiative and ability to work independently and in a team-oriented environment
Ability to multitask and manage time effectively in a fast-paced environment
Duties and Responsibilities:
Maintains an extremely high regard for confidentiality, discretion and professionalism, in a variety of areas
Serves as the primary point of contact between the Superintendent and internal/external stakeholders (parents/guardians, principals, managers, staff, community members, agencies), responding to inquiries and de-escalating/channeling concerns, promptly and professionally
Liaises with Ministry of Education personnel, trustees, and director/superintendents; drafts, reviews, and distributes board items, agendas, correspondence, memos, presentations, and reports on behalf of the Superintendent
Maintains the Superintendent’s calendar, scheduling appointments, meetings, and events with a strong attention to detail
Organizes and coordinates meetings, ensuring appropriate meeting logistics, agendas, and materials are prepared and distributed
Tracks and manages project tasks and deadlines, ensuring successful completion
Monitors Superintendent budgets and utilizes internal Board Financial system software for entering purchase
orders, running budget reports, etc.
Establishes and maintains efficient physical and electronic filing systems for records, documents, and files
Coordinates travel arrangements and prepares itineraries for the Superintendent as necessary
Works collaboratively with the other Executive Assistants and the Executive Assistant to the Director who, as
needed, coordinates and prioritizes work tasks
Completes general office duties and other tasks as assigned
This is a permanent, full-time position (35 hrs/week,12 mo/yr), with a non-union package of compensation and benefits. Interested applicants are asked to email an application by 3:00 p.m. on November 15, 2024 to:
Frank Palumbo, Superintendent of Human Resources
palumbf@adsb.on.ca
A shortlisting of applicants for consideration will be completed employing the Algoma District School Board Hiring Policy. Should there be a need for interviews, only shortlisted candidates will be contacted. Accommodations through the recruitment and selection process are available upon request.
The Algoma District School Board is committed to an equitable education system that upholds and reflects the principles of fair and inclusive education. Additional information about specific Elementary & Secondary Schools and Programs, and Vision, Mission, Values and Priorities of the Algoma District School Board can be found at www.adsb.on.ca.
As an inclusive employer, the Algoma District School Board seeks to recognize candidates’ worked and lived experiences. Accordingly, the Board invites candidates for this posting to complete a Voluntary Self-Identification Questionnaire, and submit it with their application to the posting. Completion and submission of the Questionnaire is voluntary and is not a requirement of employment.
Please note: A criminal background check is a requirement of the hiring process.
(Only those applicants short-listed will be contacted)
ALGOMA DISTRICT SCHOOL BOARD
www.adsb.on.ca
