S-26-038 | Executive Secretary

Details of the position

Job title:

 Executive Secretary

Department :

 Secretary General

Location :

 Board Office - Magog, Quebec 

Workload & schedule :

 35 hours per week

 Monday to Friday 8:30am to 4:30 pm

Hybrid telework arrangements may be available following the successful completion of the probationary period, in accordance with organizational policies and operational requirements.

Status :

 Regular full-time 

Potential start Date :

 August 31 2026

Hourly Rate :

  $25.83 - $29.83 

Supervisor :

 Secretary General / Director of Communications and School Transportation Services

Nature of the work 

In addition to the duties defined in the class of employment of secretary, the principal and customary work of an employee in this class of employment consists in performing, in a relatively autonomous manner, secretarial duties of a complex nature for one or more persons.

Duties of secretary

Description of tasks

Administrative Support 

• Provide comprehensive administrative support to the department(s), ensuring the efficient management of daily operations.
• Respond to inquiries regarding files, meetings, policies, regulations, and other administrative matters; issue reminders as required.
• Receive, review, prioritize, and distribute incoming correspondence.
• Gather, research, and compile information required for files and projects.
• Prepare draft correspondence and responses within the scope of assigned responsibilities.
• Prepare summaries of complex issues and files for management review.
• Welcome visitors, provide information within the scope of the position, or direct them to the appropriate resource.
• Manages the Board’s main telephone line and serves as a key point of contact for internal and external stakeholders.
• Manages first level complaints from parents along with the Secretary General 
• Provides administrative support to the Council of Commissioners by preparing and coordinating meeting documentation, ensuring follow-up of decisions, and supporting the efficient functioning of governance activities.

Calendar and Meeting Coordination

• May manage calendars and schedule appointments for the administrators supported.
• Organize meetings, including:
  • Coordinating participant availability and sending meeting invitations.
  • Reserving meeting rooms or venues.
  • Preparing meeting rooms, equipment, and required materials.
  • Arranging refreshments when required.
  • Preparing meeting documentation and agendas.
  • Attending meetings, when required, to record minutes and prepare reports.
  • Travelling to meeting locations, when necessary, to assist with meeting logistics.

Document Preparation and Records Management

• Draft memoranda, bulletins, reports, agendas, meeting minutes, and other administrative documents.
• Maintain and update internal documents and departmental records.
• Develop, organize, and maintain filing systems.
• Archive department records in accordance with applicable policies and retention schedules.

Financial and Purchasing Support

• Coordinate purchasing activities for the department(s).
• Prepare purchase orders and monitor order status.
• Process invoices, ensuring timely payment.
• Code invoices to the appropriate budget accounts.
• Monitor departmental budgets and grant expenditures.
• Prepare requests for payment and other financial documentation.

Team Support

• Assist in training new Executive Secretaries and coordinate the work of support staff, as required.
• Perform other related duties consistent with the position.

Desired profile

Schooling

Meet one of the following profiles:

1. Hold a Diploma of Vocational Studies in Secretarial Studies
2. Hold a Secondary School Diploma, or a diploma or attestation of studies recognized as equivalent by the competent authority

Experience 

Have four (4) years of pertinent experience

Other requirements

• Fluency in French and English (spoken and written)
• Proficiency in Microsoft Office suite (Word, Excel, Sharepoint, Outlook) and the Google environment (Drive, Calendar, Forms, etc.)
• Excellent organizational skills
• Good communication and interpersonal skills
• Ability to prioritize tasks
• Discretion (will handle confidential files and information)

Selection Process

Only selected candidates will be contacted.

Selected candidates will be required to:

• Authorize verification of their professional references
• Provide the required attestations of employment to validate the reported experience. Each letter must include: position held, start and end dates of employment, number of hours worked per week (or total for the employment), name, address and signature of the employer.
• Undergo criminal record checks and verification of behaviours that could reasonably compromise the safety and well-being of students (Bill 47)

The evaluation process for the position may include administrative tests. 

1. Diplomas obtained outside Québec must be accompanied by a comparative evaluation issued by the Ministère de l'Immigration, de la Francisation et de l'Intégration (MIFI). Reviews from other organizations (e.g., WES) are not accepted.
2. ETSB staff are subject to the Education Act and the Act respecting the laicity of the State. These laws provide, among other things, for all ETSB personnel to perform their duties with their faces uncovered. They also provide for the prohibition of the wearing of religious symbols, in particular for any member of staff who is on the premises of a school or centre or who is in the presence of a student.