Executive Assistant (Make A Future - Careers In Bc Education)

The Vancouver School Board welcomes applications for the position of:

Executive Assistant

Office of the Associate Superintendents for

Educational Services & Learning Services

Salary Range: $81,344.00 to $95,699.00

With deep gratitude and respect, we are honoured to be learning and unlearning on the ancestral and unceded lands of the hən̓q̓əmin̓əm̓ speaking people of xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish) Nation, and səlilwətaɬ (Tsleil-Waututh) Nation.

The Vancouver School Board (VSB) is an exciting, progressive, and dynamic school district providing a rich array of educational opportunities for learners from kindergarten to adult. VSB has 110 educational sites and more than 8,000 employees, represented by 14 bargaining units and exempt staff. Vancouver schools have an excellent reputation as being diverse and inclusive. VSB enrolls nearly 50,000 students of which, nearly 5% identify as being of Indigenous ancestry. VSB respects, prioritizes, and supports Indigenous ways of knowing and learning. 

The District welcomes qualified applicants who value equity and diversity as essential to excellence. The distinct makeup of the VSB community strives to support the inclusion of all voices. You may wish to share some lived experiences that demonstrate your connections to our diverse student community.

The VSB has been given approval from the Human Rights Tribunal for a Special Program under s. 42(3) of the Human Rights Code. Under this special program, the VSB seeks to preferentially hire Aboriginal persons to a variety of teaching positions. Therefore, each applicant may wish to provide, on a voluntary basis, information whether they self-identify as an Aboriginal person.

Position

We are seeking a highly organized and dedicated Executive Assistant to provide administrative support to the Associate Superintendents of Educational Services & Learning Services and the Directors of Instruction.  This support includes technical duties, office systems, inter-departmental functions, and external contacts.  

Responsibilities

• Organizes and maintains document filing, records and minute-taking.
• Responsible for researching and preparing information on a variety of assigned topics.
• Primary contact for the Educational Services and Learning Services senior leadership and learning team – within the organization, with Rightsholders, stakeholders and with community organizations
• Supports the Educational Services & Learning Services teams to deal effectively with unique situations as well as respond to inquiries.
• Manages budgets and budgeting process for team member portfolios.
• Works collaboratively with other departments and support the Associates in overseeing multi-faceted portfolios.
• Drafts ministry reports
• Provides complex and confidential administrative support to senior team members, including calendar scheduling and overseeing travel logistics.
• Drafts briefing notes/presentations and proofreads sensitive documents.
• Manage office correspondence and communications.
• Coordinates a number of District Leadership activities.
• Performs other duties as required.
• Plans and arranges meetings throughout the year.

Qualifications

• Proven experience as an Executive Assistant or similar role, preferably supporting senior executives or Board-level positions.
• Proficient in using office productivity software and other relevant tools.
• Proficiency in document management, record-keeping and minute taking.
• Strong interpersonal skills, with the ability to interact professionally with senior leaders, staff, parents/guardians, Board members and stakeholders.
• Experience in managing budgets.
• Strong organizational and time-management skills with the ability to manage multiple priorities to meet deadlines in a fast-paced educational environment.
• Excellent written and verbal communication skills, with exceptional attention to detail
• Bachelor's degree in a relevant field or equivalent combination of education and experience
• Ability to handle sensitive and confidential information with discretion; political astuteness required.
• Experience in a large public sector, multi union environment is an asset.

Your Application Must Include

• 3 Professional References
• Resume
• Cover letter
• A copy of your Work VISA or PR Card (if you are not a Canadian Citizen)

Qualified applicants are invited to apply on Make a Future at https://bit.ly/44F8gds. Applications will be accepted until Thursday, August 3, 2023, at 4:00 pm.

How To Apply

• Upload ALL supporting documents
• We do not notify unsuccessful applicants or respond to inquiries regarding the status of an application.
• Click on Job Postings then click Search
• Create a profile under “Management and Professionals”
• Select the Job you are qualified for
• Register on Make a Future: http://www.makeafuture.ca
• You will receive a confirmation email once your application has been submitted
• Applicants will be contacted directly if we are interested in moving forward or if an application requires additional information.
• Only candidates who are fully qualified will be considered for this position.
• Answer ALL job posting questions then click Apply

Additional Compensation Information

Benefits: Municipal Pension, Vancouver Employee Savings Plan (additional 2% of base salary), Extended Health, Dental, Group Life, Long Term Disability, 20 Paid Sick days accrued each calendar year, starting paid 20 days’ Vacation each calendar year, potential up to 4 days paid Gratuity, Five Bonus supplemental paid vacation days after 11 years of employment every five years, and overtime for minute taking for evening Trustee, Committee and Board meetings.

Value