Executive Assistant

Southridge School - South Surrey
February 8, 2018

Southridge is a co-ed, independent day school located in South Surrey, BC with 680 students enrolled in Kindergarten through Grade 12. Our mission is to develop well-rounded students with the love of learning, integrity, character and confidence to realize their full potential and make a difference in the world.

Southridge has affectionally been described as ‘a lighthearted place of serious purpose’ and we want you to know…it’s true! If you’re interested in working in an energizing environment with a team of dedicated professionals who like to work hard and have fun, please keep reading…
 
POSITION DESCRIPTION: 

EXECUTIVE ASSISTANT (CONTINUING FULL-TIME)

We are currently inviting applications for the full-time (1.0) position of Executive Assistant.

As an Executive Assistant you will be experienced and well versed in handling a wide range of administrative and executive requirements.  While primarily supporting the Head of School you will also support the Board of Governors, including various management and administrative functions such as assisting in special projects, meeting preparations, and coordinating events. This role will require you to be highly organized coupled with the ability to work independently.  You will interact with staff (at all levels) in a fast-paced environment, sometimes working under pressure while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism.
Duties and Responsibilities:

Support for the Head of School:

• Provides wide range of complex office administration and support to the Head of School
• Develops, implements and administers Head of School office systems and procedures, guidelines and operations
• Conserves Head of School's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating and organizing teleconferences
• Provides historical reference by utilizing filing and retrieval systems
• Records meeting discussions and produces minutes
• Manages Head of School Office correspondence
• Provides reconciliation support for Head of School’s VISA expenses
• Greets Head’s visitors
• Answers the phone for the Head of School office, takes messages and follows up to ensure people have been responded to in a timely fashion
• Creates and maintains an annual administrative task catalogue for the Head of School Office and responds proactively to tasks and expectations
• Manages the Head of School’s calendar including scheduling, rescheduling and adjusting meetings as needed
• Takes a future forward orientation to long range calendar oversight and preparation for the Head of School Office and operates at least six weeks beyond the present date
• Organizes travel plans and conference arrangements for the Head of School
• Maintains and updates Excel spreadsheets for tracking (for example, policies and guidelines)
• Prepares presentations for the Head of School
• Proofreads Head of School communications, including Southridge Wednesday articles
• Archives files and documents from the Head of School Office in keeping with the School’s Records Retention Schedule
• Ensures that journal subscriptions to the Head of School’s office are maintained and renewed in a timely manner
• Other tasks assigned by the Head of School
 
Support for the Board of Governors:

• Acts as a resource for the Board Chair by creating agendas, transcribing Board meeting minutes and ensuring that follow-up is noted and acted on
• Prepares the Board meeting room for monthly Board meetings
• Formats and files Board meeting minutes in keeping with the expectations of the Board Secretary and South Surrey Independent School Society’s bylaws
• Provides administrative support for chairs of Board committees by scheduling meetings and following up with committee members as necessary
• Maintains the Board portal ensuring that relevant and updated materials are posted for Board meetings and that the calendar is accurate and updated as required
• Leads and coordinates the distribution of Annual General Meeting (AGM) materials to members of the South Surrey Independent School Society in keeping with the bylaws of the Society and the timelines therein
• Writes and sends emails to Board members from the Head of School Office at the direction of the Head of School

Support for the Management Functions of the School:

• Transcribes minutes and distributes formatted summary document to the Senior Leadership Team in a timely manner following meetings
• Identifies follow-up items from meeting minutes for subsequent meetings, notes them on future agendas and brings them to the Head of School’s attention for action when required
• Assists in special projects for the Head of School including, but not limited to, the strategic plan, accreditation, various forms of record keeping, the risk registry and other unique projects such as the campus master plan and capital campaign fundraising initiatives
• Aids in meeting preparation by drafting agendas, gathering supporting documentation and communicating in a timely manner with meeting participants (including posting documents to appropriate online sources)
• Provides assistance to the Manager, Human Resources for the creation of faculty compensation letters
Leadership of Administrative Functions:
• Leads special projects as determined by the Head of School Office, with management and Board purviews
• Serves as principal administrative contact and liaison with external contacts, typically including government and accrediting agencies
• Maintains constituent confidence and protects operations by keeping information confidential
• Completes projects by distributing work to colleagues and following up on results
• Leads the coordination of the events and activities during the final week of the school year
• Plans events for parents that have cross-departmental interests – for example, New Parent Night and Meet the Leaders Breakfasts
• Monitors Ministry of Education communication (for example, the Ministry’s e-Board) and distributes relevant information to the directors and principals as required
• Provides leadership and administrative support for accreditation visits and Ministry of Education evaluations, including the creation of self-study reports and required responses to the appropriate agency in a timely manner, as required
• Maintains all School policies and guideline documents including formatting, managing updates, communicating changes and creating/monitoring annual policy update tracking sheets for the Senior Leadership Team
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and participating in professional societies, if applicable
 
Support for Administrative Functions:

• Maintains manual of Head of School Administrative Assistant duties
• Checks the school’s website regularly to ensure facilities bookings and school calendar are in congruence
• Updates the Emergency Preparedness Plan, Business Continuity Plan and the Critical Incidence Response Team binder including responsibilities flow chart and corresponding documentation for staff and faculty
• Reviews, assesses and monitors follow up action steps associated with the updates listed above and their associated correspondence
• Sits as a member of the Critical Incident Response Team (CIRT)
• Gathers and analyzes information required for administrative action and reporting to the Ministry of Education, the Federation of Independent School (FISA), the Independent Schools Association of British Columbia (ISABC) and the Canadian Accredited Independent Schools (CAIS)
• Prepares action plans and progress reports related to the regulatory requirements of the associations listed above
• Creates, maintains and communicates the long range accreditation/evaluation calendar, representing a 10-year horizon
• Coordinates special events, staff socials and full faculty and staff meetings, by ensuring that hospitality is organized, rooms are reserved, RSVPs are organized (if necessary) and technical support is coordinated
• Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications to support the general administrative functions of the School
• Creates, maintains and communicates the school’s long range academic calendar, representing a 3-year horizon
• Assists with mail outs/correspondence to the school community
• Supports evacuation procedures for fire, earthquake, and lockdowns as required
• Creates, manages, communicates, updates and tracks all forms related to school operations
• Enters new faculty/staff information to database and manages all revisions, as required
• Maintains and updates the Faculty Handbook and Staff Handbook
• Other duties as assigned by the Head of School

Qualifications:

• Specific training and qualifications in communications, human resources, events planning/management and/or digital media management
• At least five years of experience as a full time executive assistant
• Approachable and professional manner
• Recognized and proven leadership skills
• Ability to work effectively with a team of very committed professionals
• Exemplary organizational skills
• High level of accuracy and efficiency in all areas of responsibility
• Capacity to simultaneously manage multiple tasks and a high volume of work
• Excellent spoken and written communication skills
• Motivated by the demands of a busy and fast-paced workplace environment
• Self-directed with demonstrated and documented examples of superior initiative
• Ability to function as a collaborative member of an administrative team
• Excellent word processing skills
• Superior computer/technology skills throughout the Microsoft suite
• Experience as an employee in an independent school environment will be considered a very strong asset
• Familiarity with the Blackbaud data system and its associated modules will be considered a strong asset
• Specific training in and qualifications from a recognized executive assistant training program will be considered an asset
 
Southridge offers a competitive salary and benefits package.  Preferred candidates will be required to complete a satisfactory Criminal Records Check.
 
To apply for this position, please create an account (or login to an existing one) online (Step 1) and submit your application (Step 2) by February 21, 2018.
 
For any questions relating to this position, or about employment at Southridge, email: careers@southridge.bc.ca. To learn more about our school, explore our website: southridge.bc.ca.
 
We thank all applicants for their interest. Only those under consideration will be contacted.