Description
Regular office hours, plus evening Board, Standing and Ad Hoc Committee meetings
Job Purpose:
The Administrative Assistant provides comprehensive administrative, clerical, and logistical support to the Senior Manager of Public Affairs and their team, which includes Communications, and School Board/Trustee Services. This role involves ensuring efficient and timely operations of the department, providing a broad range of administrative and logistical support, including organizing itineraries, calendars, assisting in the preparation of reports and presentations, and managing requests from internal and external education and community partners. Responsibilities also include providing support for Board committees, including the preparation of agendas and recording of accurate and clear minutes, managing corporate records and official documents, and supporting board meeting logistics.
Key Accountabilities:
Administrative Support for Senior Manager of Public Affairs:
Manage and organize the Senior Manager's calendar, appointments, meetings, and special projects as directed.
Support the Senior Manager in ensuring the daily operations, planning and coordination on matters of Board governance and internal and external communications to ensure that goals and objectives are achieved.
Prepare and/or assist in the preparation of documents, presentations, and coordinate distribution to appropriate parties in accordance with established standards, timelines, accessibility requirements and/or for approval.
Maintain confidentiality of sensitive documents.
Support for Trustee Services:
Provide administrative and logistical support to the Trustee Services Coordinator in the management of requirements for the Board of Trustees. This includes recording minutes, scheduling, liaising with security, arranging musical performances for Board meetings, tracking trustee meeting attendance, and managing motions.
Assist with community and staff presentations, report editing and reviewing, meeting room bookings, and catering.
Provide support as directed by the Senior Manager and Trustee Services Coordinator with annual and municipal elections, trustee and student trustee transitions and vacancies, and arrangements related to trustee professional learning, conference attendance and related expenses.
Seek clarity for trustees on Board policy, protocol, procedure and statutory requirements.
Communications and Writing:
Assist in preparing, reviewing, and formatting written materials such as scripts, website content, speaking notes, correspondence, and reports.
Information and Document Management:
Research, review, track, update and maintain information and documents, including Ministry documents and records.
Prepare and format documents in compliance with AODA standards.
Administrative Support for Committees:
Support the Senior Manager in working with the Policy Analyst and Chair of the Committee to establish an annual schedule of meetings and facilitate the coordination of all meetings, including agenda setting, preparing and publishing agendas and minutes, room bookings, arranging security and catering for the Governance and Policy Committee, as well as Ad Hoc Committees.
Liaison with Community and Education Partners:
Build and maintain effective relationships with staff, the Board of Trustees, the public, and other stakeholders.
Collaborate with municipal offices, the Ministry of Education, and associations to resolve issues and achieve positive outcomes.
Budget and Purchasing Support:
Assist in the management of departmental operating budgets.
Process daily accounting activities including cheque requisitions and purchase orders reconcile financial information, manage purchase cards, process expense reimbursements, and produce financial reports.
Skills and Knowledge:
Proven experience in administrative support roles.
Excellent organizational and time-management skills.
Strong written and verbal communication abilities.
Ability to maintain confidentiality and handle sensitive information.
Proficiency in standard office software and document management systems.
Experience in liaising with diverse stakeholders and managing multiple tasks.
Understanding of and commitment to anti-oppression and upholding DDSB’s commitments to Indigenous rights and human rights.
Knowledge of the school board policies, procedures, by-laws, good governance standards and practices, as well as knowledge of the Education Act and Regulations would be an asset.
Education and Experience
Completion of a college diploma in a related discipline (Business or Office Administration) or a combination of education, training and experience deemed to be equivalent.
A minimum of 3-5 years of office administration experience is required.
This is a 35 hour per week, 12 month permanent position.
The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
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