Group: 400 - Personnel & Employees » AP 479 - Executive Assistant

AP 479 - Executive Assistant

Directly Reports to: Director of Education/CEO
Responsibilities and Duties:
The Executive Assistant shall perform such roles and responsibilities as may be assigned including
but not limited to the following:
1. Student Well-Being
Role Expectations:
RE 1.1 Provides support to ensure the safety and well-being of students.
Quality Indicators relative to student well-being:
QI 1.1 Coordinates the student discipline committee processes as per Board Policy 13 and Administrative Procedure 350.
QI 1.2 Manages out-of-division curricular and extracurricular trip requests for the Director’s review and approval.
QI 1.3 Manages High Risk Activity requests as established by Horizon’s Safety Guidelines for Student Activities.
QI 1.4 Tracks student incident reports and provide updates to the Director and CFO.
QI 1.5 Coordinates Horizon School Division’s annual Christmas Hamper project and the Family and Student Care Funds.
2. Educational Leadership
Role Expectations:
RE 2.1 Participates in and promotes Division activities including those at the school level.
Quality Indicators relative to educational leadership:
QI 2.1 Coordinates and proactively plans meetings, prepares materials and agendas for the Board and its committees, the Director’s Leadership Team, Senior Leadership Team, and Central Office Administration Team and prepares subsequent meeting minutes, notes, and action items.
QI 2.2 Coordinates Learning Improvement Plan review meetings.
QI 2.3 Assists the Director in the development of the annual school year calendar to ensure compliance with legislation, locally negotiated agreements, and provincial statutory holidays.
QI 2.4 Coordinates and proactively plans Horizon’s Student Day.
QI 2.5 Promotes and oversees the Student Recognition Award and Humboldt Broncos Legacy Bursary.
QI 2.6 Coordinates staff access to the provincial Student Data System (SDS).
3. Fiscal Responsibility
Role Expectations:
RE 3.1 Operates in a fiscally responsible manner in areas of assigned responsibility.
RE 3.2 Manages the budget for the Director’s office and makes recommendations to the Director regarding continuous improvements for effectiveness and efficiency.
Quality Indicators relative to fiscal responsibility:
QI 3.1 Monitors and reviews expenditures to ensure continuous improvement in terms of value for money in assigned areas of responsibility.
QI 3.2 Codes and approves invoices and purchasing card transactions for the Director’s office in an accurate and timely manner.
4. Personnel Management
Role Expectations:
RE 4.1 Provides exemplary supervisory oversight for assigned personnel.
RE 4.2 Consistently acts in accordance with the Division’s cultural values.
Quality Indicators relative to personnel management:
QI 4.1 Performs formative and summative appraisals of assigned staff.
QI 4.2 Ensures optimum utilization of assigned staff.
5. Board Policy and Administrative Procedures
Role Expectations:
RE 5.1 Makes recommendations within areas of assigned responsibility, to the Director of Education/CEO, to ensure relevant Administrative Procedures are kept current and are in compliance as they relate to the Director’s responsibilities as outlined in Board Policy.
RE 5.2 Ensures Administrative Procedures are kept current and are in compliance with the intent of Board Policy, within assigned areas of responsibility.
RE 5.3 Ensures compliance with all legislative, Ministry of Education, and division mandates, timelines, and quality within areas of responsibility.
Quality Indicators relative to Board Policy and Administrative Procedures:
QI 5.1 Recommends revisions to administrative procedures in a timely manner with due regard for legislation, contracts, and Board Policy within areas of responsibility.
QI 5.2 Ensures compliance with Administrative Procedures as required in the performance of duties.
QI 5.3 Manages Administrative Procedures and Board Policy to ensure documents are up to date, accurate, and accessible to staff and the public.
6. Executive Assistant/Director of Education/CEO Relations
Role Expectations:
RE 6.1 Establishes and maintains positive professional working relations with the Director of Education/CEO.
RE 6.2 Honours and facilitates the implementation of the Director of Education/CEO’s roles and responsibilities as defined in Board Policy.
RE 6.3 Provides information required by the Director of Education/CEO to perform their role.
Quality Indicators relative to Executive Assistant/Director of Education/CEO relations:
QI 6.1 Implements the Director of Education/CEO’s directions with integrity and in a timely fashion in order for the Director of Education/CEO to perform their duties in an exemplary fashion.
QI 6.2 Ensures Board agendas are prepared and distributed to Trustees in sufficient time to allow for trustee preparation for the meeting as defined in Board Policy.
QI 6.3 Ensures the Director of Education/CEO is informed about Division operations within areas of responsibility.
QI 6.4 Interacts with the Director of Education/CEO in an open, honest, proactive, and professional manner.
QI 6.5 Ensures high-quality administrative services are provided to the Director.
QI 6.6 Assists the Director with the annual Director Appraisal process.
7. Strategic Planning
Role Expectations:
RE 7.1 Supports the strategic planning process.
RE 7.2 Implements plans as approved.
RE 7.3 Demonstrates effective organizational skills resulting in Director compliance with all legal, Ministerial, and Board mandates and timelines.
Quality Indicators relative to strategic planning and reporting:
QI 7.1 Provides support for the achievement of the key results identified in the Division and provincial plans.
QI 7.2 Supports the Director’s compliance with Ministry of Education and Board mandates.
QI 7.3 Supports systemic communication of the Division’s goals and foundational statements.
8. Organizational Management
Role Expectations:
RE 8.1 Ensures compliance with all Ministry of Education mandates and legislative and contractual requirements.
RE 8.2 Coordinates office operations including phones, office supplies, division office email, and internal and external mail; and office activities including the staff care fund, celebrations, and meetings.
RE 8.3 Develops reports, memos, letters, handbooks, and other forms of correspondence for internal and external communications and ensures the completion of actionable items.
Quality Indicators relative to organizational management:
QI 8.1 Acts in accordance with Board Policy, Administrative Procedures, and contractual requirements.
QI 8.2 Provides administrative and office management support to the Director and provides administrative support to the Board of Education through the direction of the CEO.
QI 8.3 Performs duties in accordance with the Local Authority Freedom of Information and Protection of Privacy (LAFOIP) Act.
QI 8.4 Ensures Horizon’s brand standards are adhered to.
9. Communications and Community Relations
Role Expectations:
RE 9.1 Develops and maintains positive external and internal communications in accordance with Division strategy and expectations.
RE 9.2 Provides support to the Director for School Community Councils.
Quality Indicators relative to communications and community relations:
QI 9.1 Represents the Division in a positive, professional manner.
QI 9.2 Manages conflict effectively.
QI 9.3 Coordinates the Annual School Community Council workshop(s).
QI 9.4 Maintains Horizon’s School Community Council Handbook, Election Guidelines, Communication Plan, and SCC database.
QI 9.5 Assists with SCC elections and Annual General Meetings.
QI 9.6 Coordinates Horizon’s annual Celebration Day and Wall of Fame Awards.
QI 9.7 Coordinates Staff Appreciation and Superannuate/Retiree gifts.
QI 9.8 Oversees the ordering and distribution of Division merchandise.
QI 9.9 Manages out-of-division requests as defined by AP 303 - Out-of-Division Releases.
10. Leadership Practices
Role Expectations:
RE 10.1 Practices leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out assigned duties.
Quality Indicators relative to leadership practices:
QI 10.1 Provides guidance and clear direction.
QI 10.2 Provides effective service and leadership within areas of responsibility.
QI 10.3 Prepares and communicates decisions within areas of responsibility.
QI 10.4 Establishes and maintains positive, professional working relationships with staff.
QI 10.5 Unites people towards a common sense of purpose and alignment with Division goals in the provision of services within areas of assigned responsibility.
QI 10.6 Demonstrates a high commitment to the needs of students and staff.
QI 10.7 The Executive Assistant builds trust.
QI 10.8 Effectively solves problems.
QI 10.9 Continuously reviews and improves practice, based on performance data.
QI 10.10 Works collaboratively with other departments to ensure the sharing of information as required within areas of responsibility.
QI 10.11 Exhibits a high level of personal, professional, and organizational integrity.
QI 10.12 Models a commitment to personal and professional growth.
QI 10.13 Empowers others.
QI 10.14 Models high ethical standards of conduct.
QI 10.15 Maintains confidentiality at all times.
QI 10.16 Demonstrates punctuality and appropriate dress for a professional setting.
QI 10.17 Maintains currency with required technology to effectively execute assigned duties.
January 5, 2023