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    Executive Assistant - Calgary, Canada - Foundations for the Future Charter Academy

    Foundations for the Future Charter Academy
    Foundations for the Future Charter Academy Calgary, Canada

    14 hours ago

    Default job background
    Full time
    Description
    Located in Calgary, Foundations for the Future Charter Academy (FFCA) is the largest public charter school in Alberta, soon to be serving over 4200 students in eight campuses throughout the city. We offer educational programming through a Distinctive Teaching and Learning Framework that has been developed within the Alberta context for students from Kindergarten to Grade 12. Our mission is to provide a safe and caring environment where the four pillars of our charter, academic excellence, character development, parental involvement and staff leadership are valued and fostered.

    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.-

    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.

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