Executive Assistant - Secretary-Treasurer and Board of Education

School District No. 73 (Kamloops-Thompson) respectfully acknowledges that our schools reside on the traditional lands of the Secwépemc Nation, who have been stewards of this land since time immemorial.

THE ORGANIZATION KAMLOOPS-THOMPSON SCHOOL DISTRICT

Located in the stunning surroundings of BC’s interior, the Kamloops-Thompson School District serves approximately 16,000 students, including 2,700 students of Indigenous ancestry, in 49 schools. Our District is dedicated to creating a safe, caring, and healthy learning and working environment that is inclusive of the diversity of its entire learning community. With an annual budget of approximately $256 million and nearly 3,000 employees, our District offers a variety of enhancement programs, including: French Immersion, International Baccalaureate, Montessori, sports academies, trades programs, a K-12 fine arts school, and an elementary science and technology school across thirty five elementary schools, ten secondary schools, one Kindergarten-to-Grade 12 school, one alternate education program, one continuing education program, and one Provincial Online Learning school.

School District No. 73 (Kamloops-Thompson) is located on the territory of the Secwépemc Nation and serves seven local bands and the Métis Nation in a large geographical area. The District extends to Pinantan Lake, Heffley Creek, Sun Peaks, Barriere, Clearwater, Vavenby, and Blue River to the north, Logan Lake to the south, Savona to the west and Chase and Westwold to the east.

For more information about our school district please visit www.sd73.bc.ca.

THE OPPORTUNITY EXECUTIVE ASSISTANT – SECRETARY-TREASURER AND BOARD OF EDUCATION

Your role is to support the Secretary-Treasurer by efficiently and effectively handling the administrative duties and responsibilities of the Office of the Secretary-Treasurer and the Board of Education in all matters pertaining to the Board’s corporate affairs, Board meeting agendas, and meeting minutes. The Executive Assistant demonstrates sound judgment and tact in dealing with district trustees, staff, partners, and the general public on a variety of matters. Access to classified information in files, records, and through attendance at meetings, requires the Executive Assistant to maintain a high level of confidentiality.

Relying upon your background in supporting senior executives and boards of education and/or boards in other sectors, you are excited to offer your skills to be highly organized, attentive to detail, accurate, timely, and professional in all that you do. You look forward to planning, preparing, and communicating with senior administrative staff and board members to prepare for and engage in board meetings, board committee meetings, and board events.

You will collaborate with District senior leadership, the Board of Education, school leaders, employee groups, local, provincial, and federal politicians, elders, First Nations Chiefs and Councils, Indigenous Education Council, dignitaries, District Parent Advisory Council executive, Parents’ Advisory Council executives, community partners, and outside agencies to meet the Board’s needs and to satisfy Board policy requirements.

You recognize the importance of upholding the highest standards of confidentiality, privacy, and upholding the positive reputation of the District to serve the Board of Education with integrity.

RESPONSIBILITIES

Office of the Secretary-Treasurer

• Provide secretarial and administrative support services to the Secretary-Treasurer and the Board of Education in matters pertaining to the Board’s corporate affairs.
• Maintain a filing system of projects, reports and correspondence concerning the work and interest of the District; maintain a variety of reference material; control files containing confidential and/or sensitive material such as legal, personnel, salary negotiation, and security matters.
• Collect tenders and attend tender openings as representative for the Secretary-Treasurer.
• Maintain and process all contracts requiring signature by the Secretary-Treasurer.
• Maintain the District Policy Manual and assist with the Administrative Procedures; prepare updates for distribution and website.
• Maintain Board of Education and Secretary-Treasurer calendars.
• Maintain confidentiality in all matters pertaining to the District and its operations.
• Perform accounting functions; maintain expenditure records for Board travel and convention.
• Liaise with district management staff to coordinate projects, strategic initiatives, and/or activities on behalf of the Secretary-Treasurer or Board members. Maintain good rapport and communication with Trustees, handle inquiries and provide direction to appropriate District personnel. Provide information to the public regarding District or Board operations.
• Assist the Chief Electoral Officer during municipal elections with preparing election materials, responding to inquiries and collecting elector documentation.
• Act as the liaison between the Schools Protection Program and the Board Office with regards to insurance, risk management, and legal matters.
• Monitor deadlines, reporting requirements, and governance calendars.

Recording Secretary

• Coordinate and support Board and Committee meetings, including preparing and distributing agendas and materials, attending meetings, and recording accurate minutes.
• Ensure compliance with applicable legislation.
• Manage Board governance documentation by maintaining official records and adhering to preparation and circulation of meeting document deadlines.
• Facilitate communication with stakeholders (e.g., Trustees, participants, presenters) by providing information on processes and supporting meeting participation.
• Track action items and ensure timely completion of deliverables.
• Organize and administer other assigned meetings, including coordinating logistics, preparing materials, and documenting proceedings.
• Support onboarding and orientation of new Board members.

General Administrative Support

• Schedule appointments, arrange facility and equipment bookings for meetings which may include catering and/or technology assistance.
• Make travel arrangements for Executive staff related to the Secretary-Treasurer's portfolios and Board members; arrange conference details. Coordinate special events for the Secretary-Treasurer or the Board. Coordinate Board activities as required.
• Maintain a working knowledge of established computer systems, which includes utilizing CivicWeb for Board In-Camera and Public meeting minutes and the ability to post material to the District website.
• Operate standard office equipment.
• Improve processes and systems to enhance efficiency.
• Perform all related duties as assigned by the Secretary-Treasurer.

YOU DEMONSTRATE

• Exceptional organizational and time management skills to meet multiple deadlines.
• Ability to build and maintain positive, collaborative relationships.
• Practical common sense and solution-focused problem-solving.
• Ability to identify and understand the sensitive and confidential nature of all types of materials.
• Ability to effectively establish priorities, and exercise considerable independent judgment and action in the performance of all duties.
• Proven success in meeting the needs of a Board of Education or a board in a different sector through a chief executive officer.
• Cultural awareness, inclusion, and respect for all identities and lived experiences.
• Excellent Word processing skills and ability to learn and work in databases to create and post board packages. Proven success in Microsoft Office applications.
• Innovative approaches to solving office collaboration needs (i.e. document management where multiple departments have access).
• Excellent written and verbal communication skills.

QUALIFICATIONS

• Grade 12 supplemented by post-secondary education in an administrative/business program at a recognized institution. Equivalent experience will be considered.
• Minimum 5 years recent and relevant Executive Assistant experience with evidence of progressively responsible positions, supporting Boards of Education or Boards in a different sector, and/or senior executive staff in professional settings.
• Demonstrated excellence taking minutes and preparing agendas that require accuracy and synthesis to serve Board and public communication needs.
• Qualifications in governance or parliamentary procedure is an asset.
• The ability to travel to various sites within the District. Flexibility to work multiple evenings per month including all Board Meetings, Board Committees, and Board Engagements as required.

COMPENSATION

The salary range for this position is $70,989 - $88,737 plus overtime, as well as an excellent comprehensive benefits package.

TO APPLY

To apply please send your cover letter, resume, and contact information for three professional references in a single PDF to clamont@sd73.bc.ca. By submitting your three professional references you agree that all references will be received in confidence and, therefore, will not be shared with you, except in summary form with no reference to the party supplying the information.

This posting will remain open until 12:00 pm on June 5, 2026.

The District appreciates the interest of all applicants, however, only those selected for an interview will be contacted.

School District No. 73 is an equal opportunity employer. All applications are considered on the basis of their suitability for the position(s), regardless of the gender, age, sexual orientation, religion, racial origin, marital status, and/or disabilities of the prospective candidate.

If reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact Associate Superintendent John Wiedrick (jwiedrick@sd73.bc.ca).