EXECUTIVE ASSISTANT TO THE SUPERINTENDENT/CEO AND BOARD SERVICES
Function and Purpose
The Executive Assistant to the Superintendent and Board Services provides high-level administrative and governance support to the Superintendent and Board of Trustees. Reporting directly to the Superintendent, this position coordinates executive office operations, supports Board governance processes, manages confidential information, and helps ensure the effective administration of Division business. The position serves as a key liaison between the Board of Trustees, Superintendent, Senior Executive, staff, government agencies, and community partners.
Executive Support
The Executive Assistant serves as the primary administrative support to the Superintendent, ensuring the effective coordination of executive office operations, communications, reporting requirements, and stakeholder engagement activities. Responsibilities include, but are not limited to:
- Provide comprehensive administrative support to the Superintendent.
- Draft, prepare, review, and distribute correspondence, reports, presentations, and other documents.
- Coordinate meetings, schedules, travel arrangements, conferences, and professional learning opportunities.
- Assist in the preparation, coordination, and submission of reports, briefing materials, and other required Division documentation.
- Maintain professional and effective relationships with Trustees, Senior Executive, staff, government agencies, and the public.
Board Governance Support
The Executive Assistant provides administrative and governance support to the Board of Trustees, helping ensure Board operations are efficient, organized, and aligned with legislative and governance requirements. Responsibilities include, but are not limited to:
- Coordinate administrative support for the Board of Trustees.
- Prepare, assemble, distribute, and maintain Board meeting agendas, minutes, reports, and supporting materials.
- Attend Board and Committee meetings as required and record meeting proceedings and minutes.
- Maintain Board records and governance documentation in accordance with Division procedures and legislative requirements.
- Coordinate Trustee travel, conference registrations, accommodations, professional learning opportunities, and related logistics.
- Support Trustee onboarding, orientation, and ongoing governance activities.
- Serve as a liaison between Trustees and administration regarding Board-related administrative matters.
Division Administration
The Executive Assistant supports Division-wide administrative functions and initiatives that contribute to the effective operation of Sturgeon Public Schools. The position helps ensure administrative processes, governance records, and recognition programs are coordinated effectively across the Division. Responsibilities include, but are not limited to:
- Coordinate the maintenance, publication, distribution, and archival of Division policies, administrative procedures, and governance documents, ensuring records remain current and accessible.
- Organize and administer Division recognition and appreciation programs.
- Coordinate and support Division administrative assistant practices, resources, and professional learning initiatives.
- Provide administrative support to designated Senior Executive staff as assigned.
- Provide administrative support to the Deputy Superintendent during the absence of their Executive Assistant.
- Perform other duties and responsibilities consistent with the scope and intent of the position, as assigned by the Superintendent/CEO.
Knowledge, Skills, and Abilities
This position requires exceptional organizational, communication, and interpersonal skills. The successful candidate demonstrates sound judgment, political awareness, discretion, and the ability to manage multiple priorities in a dynamic environment. The ability to maintain positive working relationships while handling confidential and sensitive matters is essential.
- Demonstrated ability to support Board governance processes and maintain official records.
- Exceptional organizational and time-management skills with the ability to manage competing priorities and deadlines.
- Strong meeting administration, minute-taking, and document management skills.
- High degree of professionalism, discretion, and political awareness when working with Trustees, Senior Executives, staff, and the public.
- Ability to handle highly confidential and sensitive information with sound judgment and tact.
Qualifications
The successful candidate will possess a combination of education, experience, and technical expertise that supports the effective administration of executive office and Board governance functions. Preference will be given to candidates who demonstrate the following:
- Post-secondary education in Business Administration, Office Administration, Public Administration, or a related field, or an equivalent combination of education and experience.
- A minimum of five years of progressively responsible executive administrative experience.
- Experience supporting senior executives, boards, committees, or governance bodies.
- Advanced proficiency with Microsoft Office, Google Workspace, and electronic records management systems.
- Experience preparing meeting agendas, recording minutes, maintaining official records, and coordinating governance-related documentation.
- Demonstrated ability to manage confidential information with discretion and professionalism.
Equivalent combinations of education and experience may be considered.
