Opening Details
Executive Assistant
Alberta School Boards Association
Jul. 09, 2019
 
Edmonton, AB
Canada
Administration
Not for Profit
Full-Time
3+ years
Related Post-secondary Designation related to position
Description & Details
The Alberta School Boards Association (ASBA) represents all of Alberta’s 61 locally elected public, separate and francophone school boards, which are responsible for the governance, operation and administration of Alberta’s publicly funded education system. ASBA is a province-wide organization which is made up of school boards, represented by 420 locally elected school trustees, and which provides leadership focusing on continuous improvement of the publicly funded education system.
 
ASBA dedicates significant resources to ensuring that school boards influence and lead education in Alberta.
 
Given ASBA’s Strategic Plan priorities, there are objectives and opportunities associated with each of the three strategic goals that have been identified as priorities:
  • Deliver relevant, effective, and timely communication, information and education to empower school boards;
  • Bolster the viability, credibility and sustainability of the Association and school boards;
  • Provide services that are delivered in a fiscally sound manner and deploy resources in alignment with Association priorities.
THE OPPORTUNITY
 
Reporting to the Chief Executive Officer (CEO), the Executive Assistant provides executive assistance to the Chief Officers and members of ASBA’s Board of Directors. The Executive Assistant is responsible for the daily coordination of operations in the office of the CEO, including calendaring, correspondence and resource management. The Executive Assistant serves as the main point of contact for Board of Directors members for administrative services like travel and meeting logistics. The Executive Assistant plays a vital role in achieving ASBA strategic plan goals, through establishing and maintaining effective relationships, while providing excellent service to the CEO and Board of Directors members.
 
KEY ROLES & RESPONSIBILITIES
 
Office of the Chief Executive Officer
  • Coordinates and maintains CEO and President’s calendars and schedules using knowledge of priorities and relationships to respond to requests for meetings, and schedules appointments and meetings.
  • Coordinates and organizes daily schedules, ensures appropriate materials and background are prepared for meetings.
  • Coordinates regular executive leadership team and staff meetings. Collects and prioritizes discussion items for meetings, prepares agendas and minutes.
  • Follows up on action items from executive leadership team and staff meetings or commitments made by Office of the Chief Executive Officer or the Chief Officers.
  • Liaises with Chief Officers (executive leadership team) to ensure effective information flow to and from the CEO Office.
  • Reviews, sorts and prioritizes all incoming correspondence and mail.
  • Directs and/or handles enquiries through email requests or telephone calls. Responds to enquiries on behalf of the CEO or Chief Officers, or refers to appropriate staff member for reply.
  • Drafts general correspondence for signature as required and reviews all documentation for CEO’s signature.
  • Prepares presentations and materials as required.
  • Coordinates travel arrangements for CEO, President and Vice President, by arranging flights, hotel accommodations and car rentals.
  • Coordinates payment of travel expenses according to appropriate policies.
  • Develops and maintains administrative support systems and procedures for the office of the CEO and the Chief Officers.
ASBA Board of Directors and Ad Hoc Committee Services and Support
  • Attends Board of Directors and standing committee meetings as recording secretary and prepares official meeting minutes.
  • Provides first point of contact for administrative support services for Board of Directors members, standing, ad hoc and external committees.
  • Coordinates all committee meeting logistics including venue, audio-visual equipment and support, special transportation.
  • Attends annual general meetings as recording secretary and prepares official meeting minutes.
  • Assists with preparation of the bulletins for annual general meetings.
  • Coordinates catering for meetings including menu selection, room set-up, refresh and takedown during Committee meetings.
  • Prepares meeting invoices for review and approval for payment, reviews invoices to ensure compliance with the terms of service contracts and expense policy.
  • Registers CEO, Chief Officers and Board of Director members for conferences.
  • Maintains and distributes contact lists for Board of Directors and Zone Executives.
  • Coordinates meeting calendar for Zone meetings.
Records Management
  • Creates and maintains secure and efficient electronic and paper records management system for offices of the CEO and Chief Officers.
  • Creates and maintains processes for retention and destruction of records according to legislation and best practices, for offices of the CEO and Chief Officers’ records.
  • Ensures all historic paper files and records are stored electronically in records management system.
Other Duties
  • The Executive Assistant may be assigned other duties or projects by the CEO and/or Chief Officers.
THE PERSON
 
Qualifications & Education Requirements
  • Diploma in Business, Administration, or related discipline required. Certificate plus experience may be considered.
  • Four years experience in a Senior Administrative Assistant role.
  • Experience in supporting governance boards.
  • Experience in public sector or professional association an asset.
  • Exceptional written and oral communication skills.
  • Excellent resourcefulness, initiative and professionalism.
  • Excellent proofreading skills and attention to detail.
  • Exceptional service and support complimented with strong emotional intelligence.
  • Excellent knowledge of MS Office Products.
  • Ability to work hours outside regular office hours as required.
COMPENSATION
 
A competitive compensation package will be provided including an attractive base salary and excellent benefits. Further details will be discussed in a personal interview.
How to Apply / Contact
TO APPLY PLEASE SEND A CV AND COVER LETTER TO:
 
Ardyce Kouri or Angela Karwal
 
Leaders International Executive Search
Suite 501 Fox One
10226 – 104 Street
Edmonton, AB T5J 1B8
Phone: 780-420-9900