Executive Assistant, Senior Leadership Team

Executive Assistant , Senior Leadership Team

Nanaimo Ladysmith Public Schools is committed to creating an inclusive and equitable learning community where every individual thrives, guided by the values of justice, equity, diversity, inclusion (JEDI), and the Syeyutsus Reconciliation Framework. Our 2024–2028 Strategic Plan centers on three foundational goals: Student Success, Student & Employee Wellness, and Truth & Reconciliation.

The Executive Assistant, Senior Leadership Team provides high-level administrative, strategic, and operational support across all departments and acts as both a “gatekeeper” and “gateway” to District Senior Leadership Team members—safeguarding time, relationships, and priorities. This role strengthens communication, supports cross-departmental coordination, and ensures consistent, high-quality administrative support throughout the district.

Responsibilities

Executive Support to the Senior Leadership Team :

• Oversee and refine operational systems, standards, and workflows to ensure a highly efficient and organized administrative environment.
• Provide advanced administrative support including complex calendar and schedule management, meeting preparation, briefing packages, correspondence, communication review, and records management.
• Serve as the first point of contact for administrative officers, district staff, partner groups, parents, and the public on matters requiring Senior Leadership attention.
• Manage information flow, communication channels, and access to Senior Leadership using sound judgment, professionalism, and strong priority awareness.
• Represent Senior Leadership through professional, tactful communication and strong relationship management with internal and external partners.
• Review, interpret, and analyze district and provincial data, including Ministry of Education and Child Care reports, to identify trends, highlight emerging issues and support informed decision making.
• Write, review, proofread, and edit communications, reports, presentations, and announcements to ensure accuracy, clarity, and alignment with district standards.
• Assess, triage, and prioritize incoming issues, requests, and correspondence to support timely and informed executive decision-making.
• Anticipate needs, identify emerging issues, and support complex decisions involving confidential or sensitive information.
• Participate in executive-level and Senior Leadership meetings; prepare agendas, record minutes, track action items, and ensure timely follow-up and completion of commitments.
• Coordinate district events, leadership retreats, strategic planning sessions, and community engagement activities.
• Support preparation of Board of Education reports, presentations, briefing notes, and district documentation.
• Provide administrative and logistical support for districtwide employee wellness initiatives, including scheduling, communications, documentation, event coordination, and cross-departmental alignment.
• Support cross-departmental initiatives and system-level projects to strengthen communication, alignment, and operational coordination across the district.

Budget C oordination & Financial Tracking

• Prepare, maintain, and enhance budget spreadsheets, forecasts, multi-year expenditure summaries, and financial dashboards for the Senior Leadership Team review and decision-making.
• Monitor the spending patterns and provide early identification of variances, funding pressures, and alignment with departmental and district priorities.
• Reconcile expenses, process invoices, and ensure accurate coding and documentation in coordination with Finance, HR, Purchasing, and departmental leaders.
• Maintain complete and audit-ready financial records, agreements, receipts, purchase documentation, and cost-tracking files to support transparency and continuity across fiscal years.
• Support the annual budget planning cycle by gathering data, verifying financial information, preparing summaries, and coordinating submissions from multiple departments.
• Provide logistical and financial tracking support for special projects, consultations, district events, and cross-department initiatives, ensuring compliance with district policies and financial controls.
• Assist with tracking and reporting expenditures related to district wellness initiatives and multi-department wellness programming, ensuring accurate and timely financial support for wellness goals.

Qualifications and Experience

• Post Secondary degree or diploma in one of the following fields: Business Administration, Public Administration, Human Resources, Communications, or a related field. An equivalent combination of advanced education and progressively responsible executive-level experience will be considered.
• Minimum of seven (7) years of progressively responsible experience supporting a Superintendent, CEO, senior executive, or governing body within a complex, multi-stakeholder unionized organization. Experience in public education, government, or the broader public sector is strongly preferred.
• Demonstrated experience providing high-level governance and executive support, including coordinating board or committee processes, preparing agendas and briefing packages, drafting minutes, and ensuring the integrity and accuracy of official records in alignment with legislative, policy, and procedural requirements.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Demonstrated ability to work independently with a high degree of initiative, discretion, accountability, and commitment to excellence.
• Strong interpersonal skills and a demonstrated commitment to inclusive practices, equity, and respectful workplace relationships.
• Able to perform the duties of the position, including setting up and dismantling meeting rooms, arranging tables and audio-visual equipment, lifting and moving materials, and transporting supplies between district locations as required.
• Ability to attend and support early morning, evening, or occasional weekend meetings and events.
• Valid BC Class 5 Driver's License.

This position offers a competitive salary and benefits package. The salary range for this position is $68,061 – $85,077 per annum. Initial placement within the range is based on education and experience.

How to Apply

Please apply by clicking the Apply button next to the job details. Applications should include a cover letter, a detailed personal résumé, and any other relevant supporting documentation related to your education.

Please note: Nanaimo Ladysmith Public Schools would like to thank all applicants for their interest in working with us, however, only shortlisted applicants will be contacted.

If you have questions or require assistance with this application process, please contact the Customer Care department at MakeAFuture at 1 866 806 6851 or applicant@makeafuture.ca