Overview

No.: SCH II-21-295NTE
POSTED: November 25, 2021
DEADLINE: 12:00 noon: December 10, 2021

Executive Assistant
1 – Term Position
Learning Centre 3
Schedule II, Level 6
(Non-Union – 12 month)
$76,718 – $92,072

(The Term assignment will end on August 31, 2023)

The Toronto District School Board adheres to equitable hiring, employment and promotion practices.

Reporting to a designated Executive Superintendent/Executive Officer, working in a team environment, the Executive Assistant will:

  • provide confidential executive support to the Executive Superintendent/Executive Officer;
  • be responsible for planning, coordinating and implementing day-to day activities;
  • act as liaison with parents, community members, external stakeholders and staff throughout the organization;
  • Assist and provide services in all offices of the portfolio of the Executive Superintendent/Executive Officer.

Summary of Duties:

  • Prepare, edit and format Board/Committee/Administrative Council agenda items and reports, as required;
  • Respond to and/or resolve inquiries from the public and staff;
  • Research, analyze, prepare and compose reports as required including confidential, legal and/or personnel related material;
  • Prepare and edit correspondence and speeches on behalf of the Executive Superintendent/Executive Officer;
  • Coordinate and schedule meetings, appointments, speaking engagements, conferences, etc., on behalf of the Executive Superintendent/Executive Officer;
  • Liaise, share, request information with other District School Boards;
  • On behalf of the Executive Superintendent/Executive Officer, liaise with the Director, Administrative Council members, Trustees, senior administrative staff, superintendents, principals, teachers, department managers and staff on matters related to departmental operations, parent councils/parent organizations and outside Board associations;
  • Participate on committees and in meetings as required on behalf of the Executive Superintendent/Executive Officer;
  • Supervise and delegate work assignments to other office staff;
  • Manage and maintain office and departmental records ensuring accuracy and appropriate cross referencing as required;
  • Research information for development of departmental policies and procedures, and update and maintain all relevant manuals;
  • Co-ordinate the departmental budget planning process and assist in the development of the departmental budget in consultation with the Executive Superintendent/Executive Officer;
  • Monitor departmental budget expenditures;
  • Co-ordinate and manage special projects as assigned by the Executive Superintendent/Executive Officer;
  • Maintain an information service including newspapers/magazines/press clippings/reports/videos and other resources for the Executive Superintendent/Executive Officer;
  • Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and services; and
  • Other duties related to a specific portfolio.

Qualifications:

  • Secondary school diploma plus additional course work (equivalent to one year) in related areas such as office/business administration, business writing, computer software applications and a minimum of five years’ progressively responsible experience handling a broad range of administrative matters including speech writing, research and analysis, budget preparation and management, composing and editing detailed correspondence and reports, etc., or an equivalent combination of education and experience;
  • Advanced computer skills, including word processing, spreadsheets, databases, project management, financial information systems, email, Internet and presentation packages;
  • Proven ability to communicate effectively both orally and in writing with trustees, staff, community, parents, students and representatives of external organizations;
  • Experience in dealing with the public, media and other governments and the discernment to be able to judge the urgency of issues;
  • Demonstrated understanding and working knowledge of Equity, Anti-Racism, Anti-Oppression and Anti-Black Racism;
  • Demonstrated commitment to maintaining a learning/working environment which actively promotes and supports human rights;
  • Proven ability to organize and co-ordinate simultaneously a diverse number of projects;
  • Knowledge and understanding of Board and/or departmental policies and procedures, collective agreements, Ministry directives, applicable legislation, etc;
  • Proven ability to work under pressure in order to meet frequent deadlines;
  • Ability to research information for meetings or reports;
  • Ability to take initiative in solving problems;
  • Ability to provide direction to office staff and co-ordinate office functions;
  • Experience responding to emergencies and dealing with stressful situations;
  • Experience in managing confidential information with discretion;
  • Proven ability in promoting equitable practices which value inclusiveness and diversity; and
  • Flexibility to adapt to a changing work environment.

Special Requirements:

  • Occasional travel across TDSB.
  • Ability and willingness to work evenings and weekends, sometimes with minimal or no notice.

Location: This position is currently located at 5050 Yonge Street and 140 Borough Drive (wheelchair accessible)
Hours: 35 hours per week
Work Year: 12 month

Please note:
Applications must be submitted:

  1. in résumé form with a covering letter to: application.submission@tdsb.on.ca
  2. with competition # SCH II-21-0295NTE in the subject line
  3. Apply no later than 12:00 noon on December 10, 2021.

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance, during the application process.

Note: All Toronto District School Board Employees are required to be fully vaccinated in accordance with the COVID-19 Mandatory Vaccination Procedure for Employees, Trustees and Other Individuals (PR734).

For new employees joining the Board, prior to the first day of work they must be fully vaccinated (subject to TDSB-approved exemptions) and show proof of vaccination as a condition of employment.