Assignment:

• Full-time 1.0 FTE Executive Assistant to the Secretary-Treasurer
• Permanent Position located at the Wolf Creek Public Schools Division Office in Ponoka
• Duties to commence August 17, 2026

Reporting to the Secretary-Treasurer the Executive Assistant to the Secretary-Treasurer will have duties and responsibilities in the following areas:

Executive Support to the Secretary-Treasurer

• Provide confidential administrative support to the Secretary-Treasurer and Director of Business Services
• Manages the incoming correspondence for the Secretary-Treasurer and prepares outgoing correspondence as requested by the Secretary-Treasurer
• Coordinate the Secretary-Treasurers calendar, schedule appointments, reservations and travel arrangements as required
• Maintain hardcopy and electronic filing systems (U drive, Google Drive and Docushare) in collaboration with the Secretary-Treasurer and Director of Business Services
• Assist with the preparation of presentations and accompanying documents/material
• Respond to requests from Principals, Teachers, Parents, or outside agencies and redirect as required
• Preparation of Board meeting agendas and minutes.
• Preparation of ASBA Zone 4 meeting agendas and minutes
• Registration and coordination of Secretary-Treasurer and Trustee attendance at conferences, conventions and Professional Development activities
• Support with school business related processes
• Other duties as assigned

Human Resource Management

• Assists with the administration of the provisions of the Employment Conditions Handbook for the various employee groups working for the Division.
• Provides reports on all staff cost related items including salary and benefits and leave tracking.
• Organizes the Boards Annual Retirement and Recognition Banquet

Policy/ Administrative Procedures

• Provides leadership in the planning, development, implementation and evaluation of Board policy within areas of responsibility
• Ensures the application of Board Policy and Administrative Procedures as required in the performance of duties
• Assists the Secretary-Treasurer in the planning, development, implementation and evaluation of Board policy within areas of responsibility

Organizational Management

• Within areas of responsibility, demonstrates effective organizational skills resulting in compliance with all legal, Ministerial and Board mandates and timelines, and adherence to Secretary-Treasurer direction
• Contributes to a Division culture that facilitates positive results, effectively handles emergencies, and deals with crisis situations in a team-oriented, collaborative and cohesive fashion
• Attendance at Board Meetings and Board sponsored events as directed or required by the Board or the Secretary-Treasurer
• Coordinates School Finance requirements for student and course reviews and audits

Communications and Community Relations

• Takes appropriate actions to ensure open, transparent internal communications (and external when required) are developed and maintained in areas of responsibility
• Ensures staff, students, and parents and external parties have a high level of satisfaction with the services provided and the responsiveness of the department
• Investigates, and facilitates resolution of, concerns and conflicts

Secretary-Treasurer Relations

• Establishes and maintains positive, professional working relations with the Secretary-Treasurer
• Honours and facilitates the implementation of the Boards roles and responsibilities as defined in Board policy and encourages staff to do the same
• Provides information which the Secretary-Treasurer requires to perform his role in an exemplary fashion

Leadership Practices

• Practices leadership in a manner that is viewed positively and has the support of those with whom they work with in carrying out the Secretary-Treasurers expectations
• Exhibits a high level of personal, professional and organizational integrity

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The following demonstrated competencies will be required of the Executive Assistant:

• A minimum of 5 years of experience as Executive Assistant or Administrative Assistant in a school jurisdiction or other business enterprise.

• A Degree or Diploma that complements the position is recommended.

• Attendance at Professional Development opportunities for Administrative Assistants is recommended.

• The successful candidate will be required to obtain a criminal and vulnerable sector check (current within 6 months)

Please Note: We appreciate the interest of all applicants, but advise that only candidates selected for an interview for this competition will be contacted.