Executive Assistant, Human Resources

Executive Assistant , Human Resources

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.

We are seeking an experienced, highly organized Executive Assistant, Human Resources to provide advanced administrative, operational, and coordination support within the HR portfolio. This role supports the work of the Workforce Strategy, Health & Wellness, and Recruitment teams, ensuring seamless communication, efficient workflow management, and high-quality administrative services across Human Resources.

Responsibilities

Administrative & Executive Support

• Provide advanced administrative support including complex calendar management, scheduling, meeting preparation, briefing materials, communications support, and document drafting.
• Coordinate, track, and support follow-up on action items, commitments, and project timelines for various HR leaders.
• Prepare agendas, record minutes, and support documentation requirements for HR meetings, committees, and working groups.
• Maintain organized, accurate, and confidential HR files, records, and correspondence.

Human Resources Operations Support

• Assist with recruitment cycle coordination, including posting jobs, managing timelines, scheduling interviews, tracking applicant documentation, and preparing offer materials.
• Support employee health and wellness processes, including scheduling accommodation meetings, coordinating return-to-work documentation, and organizing wellness events and communications.
• Assist with organizing career fairs, HR events, leadership development activities, and internal training sessions.
• Provide logistical and operational support for HR initiatives, projects, and districtwide workforce planning activities.
• Liaises with Labour and Employment Relations as required.

Wellness Management Support

• Coordinate Return-to-Work (RTW), Graduated Return-to-Work (GRTW), Stay-at-Work plans, workplace accommodation processes, and case-planning meetings, ensuring timely scheduling, required attendees, and complete documentation.
• Track disability management cases, monitor timelines, and support follow-up actions to ensure timely progression of medical leave, gradual return, and accommodation processes.
• Maintain confidential disability related records, including medical documentation, functional assessments, and case notes, in compliance with privacy legislation and district protocols.
• Liaise with employees, supervisors, union representatives, and external providers (e.g., occupational therapists, physicians, insurers) to support coordinated case management.
• Assist with the planning, promotion, and delivery of employee wellness initiatives, campaigns, and events.
• Support the development of wellness communications, resources, and program materials.

Communication & Stakeholder Coordination

• Serve as a professional, knowledgeable first point of contact for employees, candidates, partners, and internal departments seeking HR information or support.
• Draft, review, and proofread HR communications, announcements, presentations, and reports to ensure clarity, accuracy, and alignment with district standards.
• Support effective communication flow across the HR team, ensuring timely distribution of information and smooth coordination between functional areas.
• Prepare and distribute wellness management correspondence, including meeting summaries, follow-up requests, and documentation reminders.

Date, Reporting & Systems

• Maintain HR spreadsheets, trackers, and dashboards including recruitment metrics, wellness program data, and project documentation.
• Coordinate the collection, organization, and preparation of data for HR reports, surveys, planning documents, and strategic workforce initiatives.
• Assist in ensuring HR systems, digital records, and templates are updated, accurate, and user-friendly.

Qualifications and Experience

• Post Secondary degree or diploma in Human Resources, Business Administration, Office Administration, 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 preferably within Human Resources or a or governing body within a complex, multi-stakeholder organization. Experience in public education, government, or the broader public sector is strongly preferred.
• Demonstrated experience providing high-level executive support, including preparing agendas and briefing packages, drafting minutes, and ensuring the integrity and accuracy of official records in alignment with legislative, policy, and procedural requirements.
• Knowledge of privacy legislation and best practices related to handling medical and wellness related information.
• 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 benefits package and municipal pension plan. The salary range for this position is $69,763 – $87,204 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