Description
FFCA seeks to hire an Executive Assistant to the Superintendent. The start date for this position is flexible.
RESPONSIBILITIES:
Reporting to the Superintendent, the Executive Assistant performs the following duties in the provision of executive, administrative and communications support for the Superintendent and, at times, other members of the FFCA’s senior leadership team.
Executive Support to the Superintendent including, but not limited to:
Organizing, coordinating, and scheduling the Superintendent’s immediate and future commitments and ongoing action items in line with the appropriate priorities
Handling and screening incoming calls, emails, and correspondence for the Superintendent
Creating and maintaining effective work flows while handling various projects simultaneously
Arranging and organizing Superintendent, C-Suite, and admin council meetings, including:
Developing, revising, and distributing formal agendas;
Assembling and distributing packages of information required;
Booking and/or setting up facilities;
Arranging meals/catering;
Attending meetings, recording meeting minutes and distributing as needed
Organizing and maintain the Superintendent's files, documents, and records
Prepare /proofing official correspondence on behalf of the Superintendent
Preparing / proofing correspondence, reports, policies, procedures and other formal documents
Conducting and/or coordinating research, analysis, and synthesis of data to inform decision making, including organizational surveys and other metrics
Responding to complex and sensitive internal and external inquiries and concerns, redirecting to appropriate personnel in a timely manner
Addressing/reconciling challenging situations in a calm, respectful and caring manner while keeping the Superintendent informed accordingly
Facilitating communication between the Superintendent and other faculty, staff, students, and external stakeholders
Managing the Superintendent’s expenses and claim submissions in a timely manner
Making travel arrangements for the Superintendent
Disseminating information to relevant team, committees, and staff on behalf of the Superintendent
Providing general administrative support, including photocopying, filing, and office organization
Board Meeting Coordination & Communication
Liaise with the Board Corporate Secretary to ensure that the Board has all necessary information in preparation for meetings in a timely manner
Liaise with the Board Corporate Secretary to ensure all Public Board meeting information is distributed to the FFCA community / posted to the main FFCA website in a timely manner
Association of School Council (ASC) Liaison
Represent the Superintendent and senior leadership team at meetings of the FFCA ASC providing administrative updates for the ASC.
Event Coordination
Prepare & coordinate arrangements for FFCA events including, but not limited to annual welcome breakfast, appreciation banquet, school-wide professional development days, town halls, admin council retreats, and Board retreats including:
Send invitations;
Confirm participant attendance;
Book facility;
Arrange for meals/catering;
Set-up facility;
Coordinate gifts, prizes, etc.
Communications
Maintain and update essential information on main FFCA website;
At the direction of the Superintendent, create official external communications in various formats including print, video, and other digital formats as required
Coordinate regular internal communications with FFCA stakeholders including board newsletter updates, Board announcements, FFCA central administration announcements
Coordinate and manage FFCA website and social media presence (e.g. Twitter, Facebook, Instagram)
Society Support
Maintain/update current Society bylaws as required
Prepare and submit Society annual Alberta registries return
Other related duties as assigned
REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & ATTRIBUTES :
Ability to represent the Superintendent in a professional manner when interacting with internal and external stakeholders
Exemplary interpersonal skills
Exemplary organizational skills
Exemplary time management skills
Exemplary ability to balance multiple priorities and tasks
Exemplary attention to detail
Proficiency in Microsoft / Office 365 / SharePoint Applications
Proficiency in desktop publishing would be an asset
Proficiency in website content management would be an asset
Proficiency in digital media creation would be an asset
Ability to use and learn FFCA-supported technological applications
Ability to take initiative and work independently
Ability to handle sensitive information with discretion while maintaining confidentiality
Ability to take initiative and demonstrate sound judgment in managing sensitive and difficult situations
Ability to develop new processes and leverage skills to contribute to the efficiency and effectiveness of the Superintendent’s office and representation of central office to the broader organization and public
Flexibility to work evenings and weekends
DESIRED EXPERIENCE AND/OR TRAINING :
Post-secondary diploma/certificate in office administration and/or communications
Minimum of 3-5 years of executive support or administrative experience
Work experience within a team-oriented office environment
Familiarity with FFCA policies and procedures is an asset
APPLICATION DETAILS:
Interested candidates are asked to e-mail a cover letter, resume, one written letter of reference, and two additional reference names/contact information to chloe.graveline@ffca-calgary.com.
Closing Date: This position will remain open until a suitable candidate is found.
We thank you for your interest in FFCA but only short-listed candidates will be contacted.
