Leadership opportunities with an innovative and growing School District Adjacent to Victoria on southern Vancouver Island, School District No. 62 (Sooke) is the fastest growing school district on Vancouver Island and one of the fastest growing districts in BC. The District operates in five municipalities: Langford, Colwood, Metchosin, Sooke and the Highlands and acknowledges the traditional territories of the Coast Salish: T’Sou-ke Nation and Scia’new Nation and Nuu-chah-nulth: Pacheedaht Nation. We also recognize some of our schools reside on the traditional territory of Esquimalt Nation and Songhees Nation. The District employs over 2,000 educators and support staff and serves over 13,000 students The District’s Strategic Plan looks ahead to the future and focuses on three priority areas: learning, engagement and growth. Executive Assistant - Secretary-Treasurer Start Date: July 2, 2024 The Executive Assistant provides support to the Board of Education and District Executives by being a key resource in coordinating daily activities and managing the administrative services to support of the achievement of operational and business objectives. The Executive Assistant operates with significant independence to successfully design, develop, and implement administrative best practices and records management procedures, while using a high degree of confidentiality and discretion. The position is also responsible for administrative services for the Board of Education and is the official recorder for all Board meetings. The Executive Assistant liaises with a number of internal and external stakeholders such as the Board of Education, District Executives, Principals/Vice-Principals, CUPE, STA, District Staff, DPAC, Provincial Government and Ministry representatives, Elections BC staff, Municipality staff, and the general public, in order to ensure the provision of smooth, seamless and effective administrative services that enables the District to deliver on its strategic goals. We are looking for candidates that: Strives for Personal Excellence Practices a Growth Mindset Thinks Critically and Creatively Effectively Communicates and Collaborates Build Relationships Foster Interconnectedness If you possess the above qualities, please submit a cover letter and resume outlining your education and experience in the following areas: Post-secondary diploma in a Public, Business or Office Administration Program and five years progressive experience in an Executive office environment. Experience working with a Board and Executive members in a confidential capacity. Experience working in the K-12 education sector. Experience in the management of Freedom of information and Protection of Privacy Act (FOIPPA) preferably in a government or public setting.School District No. 62 (Sooke) is an equal opportunity employer that is committed to diversity, equity and inclusion in the workplace that is free of discrimination and harassment. We believe in a learning and work environment that is welcoming and safe that values, reflects and appreciates differences. In addition to clearly demonstrating the above, you must also include the names of two references which must include your immediate supervisor as well as one other reference who can speak to your leadership skills. Other references may be contacted with your prior permission. The salary range for this full-time has a minimum salary of $67,323 to $84,153 per annum. Initial placement within the range is based on related education and experience. We also offer a competitive benefits package and pension.We thank all applicants for their interest, however, only those candidates selected for further consideration will be contacted. Thanks in advance for your understanding and wishing you all the best in your career journey.Please apply online at makeafuture.ca by Tuesday, May 21, 4:00pm. Position Title: Executive Assistant Supervisor: Secretary-Treasurer Date of Revision: May 8, 2024 Position Summary The Executive Assistant provides support to the Board of Education and District Executives by being a key resource in coordinating daily activities and managing the administrative services to support of the achievement of operational and business objectives. The Executive Assistant operates with significant independence to successfully design, develop, and implement administrative best practices and records management procedures, while using a high degree of confidentiality and discretion. The position is also responsible for administrative services for the Board of Education and is the official recorder for all Board meetings. The Executive Assistant liaises with a number of internal and external stakeholders such as the Board of Education, District Executives, Principals/Vice-Principals, CUPE, STA, District Staff, DPAC, Provincial Government and Ministry representatives, Elections BC staff, Municipality staff, and the general public, in order to ensure the provision of smooth, seamless and effective administrative services that enables the District to deliver on its strategic goals. Duties and Responsibilities Administers the day-to-day operation of District Executives and manages calendars and schedules through careful planning, co-ordination, and communication to maximize time management and ensure all deadlines are met. Provides functional support to District Executives and staff by interpreting and advising on administrative and records management procedures, including correspondence format and use of templates, the creation and maintenance of filing and records systems, ensuring adherence to legislative guidelines and legal requirements, and makes recommendations for changes. Manages the development of Board materials by collecting and organizing data from a variety of internal and external sources. Taking and publishing detailed/accurate minutes for meetings involving the Board of Education, SD62 Executive Team, and related committees. Organizes, prepares, and compiles accurate materials and ensures security of confidential and restricted documents. Co-ordinates and prioritizes meetings requests. Prepares and proofreads a variety of confidential correspondence, memos, detailed reports and/or presentation slides. Anticipates information needs and compiles and organizes appropriate materials for meetings. Determines issues of priority and flags urgent situations. Directs routine matters to other staff, as appropriate. Organizes meetings and events with a variety of participants and co-ordinates the logistics, including facilities and catering. Tracks and follows up on issues or projects, ensuring they are addressed and resolved in an accurate and timely manner. Co-ordinates and arranges travel requirements for the Board and District Executives, including airline flights and accommodation, and prepares expense claims. Develops, implements, and maintains administrative systems, procedures, and standards, including executive correspondence, templates, records management, and mail processing. Composes or prepares a variety of confidential correspondence, memos, detailed reports and/or presentation slides for the Board and District Executives Assists Secretary-Treasurer in the preparation of committee and Board of Education meeting agendas and materials. Uploads committee and Board of Education meeting materials and notifies the Board, District Executive, and the public. Records and prepares meeting minutes to reflect the discussion and decisions of the Board of Education. Participates on Executive/Management Committees as required. Co-ordinates the acquisition of Certificates of Insurance for school events. Provides schools with general advice regarding risk insurance. Co-ordinates and oversees the management of off-site records and documentation for the Board Office. Organize and maintain school board office facilities, space planning, telecommunication, furniture and asset management, equipment maintenance, security, and vehicle utilization. Reconciles credit card transactions for the Board and District Executive. Verifies and processes accounts payable items and ensures documentation, calculations, coding and signing authorities are accurate. Prepares and reconciles travel and expense claims for the Board and District Executive. Monitors inventory, requisitions office supplies and materials for the Executives. Works closely with the Executive Assistant for the Superintendent and provides back-up coverage when required. During municipal elections, working closely with the Chief Elections Officer in ensuring Trustee candidates' information is collected, sent to BC Elections, and reported to CivicInfoBC. The position also provides general advice to candidates. Education and Experience Post-secondary diploma in a Public, Business or Office Administration Program and five years progressive experience in an Executive office environment. Experience working with a Board and Executive members in a confidential capacity. Experience working in the K-12 education sector. Experience in the management of Freedom of information and Protection of Privacy Act (FOIPPA) preferably in a government or public setting. Competencies Strives for Personal Excellence: is mindful, remains calm and responds thoughtfully; takes pride in work; takes initiative and proactively plans, prioritizes, and organizes work; follows the District's Code of Conduct and values; follows through on commitments and takes responsibility for actions. Practices a Growth Mindset: demonstrates a positive outlook towards learning and is committed to ongoing development to expand skill set; stays current; reflects on self to continually learn and improve; remains positive; demonstrates adaptability and is willing and able to adjust to changes. Thinks Critically and Creatively: asks questions for better understanding; uses a solution-based approach to analyze relevant facts, evidence, and data to determine specific issues and inform ways forward; thinks outside of the box; looks for opportunities to continuously improve. Effectively Communicates and Collaborates: clearly articulates thoughts and ideas and shares timely and relevant information openly, honestly, and respectfully using oral, written, and visual formats; actively listens and respond appropriately; seeks opportunities to gain input and is open minded to the ideas and point of views of others. Builds Relationships: actively shows courtesy and respect to all, proactively builds healthy and trusting relationships; contributes to a positive working environment; cares about the wellness of others and makes connections. Fosters Interconnectedness: supports a welcoming and safe environment that values and appreciates differences and is reflective of everyone; assists in honouring and weaving Indigenous history, culture and language, and ways of being throughout the District. Job Description Page PAGE 3 of NUMPAGES 3