Temporary Executive Assistant - School Operations

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Temporary Executive Assistant - School Operations - JWS (35hrs)

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Experience Level:

Mid level

Experience Length:

4 years

Language Requirement:

English

Working Hours:

Internship & Graduate - 8 to 5

Applicant Location:

Uganda

Job descriptions & requirements

NOTICE OF M.A.S.S. TEMPORARY VACANCY

Position: Executive Assistant - School Operations

Salary: Band 3 - $35.67 to $ 42.53 per hour + 4% vacation pay

Location: J.W. Singleton Education Centre - School Operations

Work Schedule: 35 hours/week, 12 months/year

Start Date: As soon as possible - February 26, 2027

Position Summary

The Executive Assistant, School Operations, provides administrative support in operational matters to the Superintendent(s), System Principal(s), Chief Executive and Educational Officers. The position manages budgets, supports problem-solving, and serves as a departmental communication link for supervisors and their portfolio work. The Executive Assistant administers and coordinates departmental functions and special events; monitors, prioritizes, and balances workload within the School Operations team to ensure adequate resources are available to meet deadlines; and acts as a liaison and collaborative team member in a positive work environment. The Executive Assistant serves as a front-line contact for the Superintendent(s), Chief Executive and Educational Officers, System Principal(s),

Qualifications

A post-secondary diploma or degree, with four or more years of work experience in a related field, is required, as is experience working in a school office environment;

Proven technology skills, including proficiency with productivity software (e.g., MS Office applications) and online collaboration tools (e.g., Google Workspace;

Ability to maintain the highest level of confidentiality while providing administrative support;

Excellent administrative, organizational, and coordination skills, with the ability to manage multiple priorities;

Strong oral and written communication skills;

High emotional intelligence and strong interpersonal skills;

Strong customer service focus;

Highly effective time management skills, with the ability to prioritize and meet deadlines;

Knowledge of general finance and accounting principles;

Strong problem-solving abilities; and

Ability to work independently and collaboratively as part of a team.

Key Responsibilities

• Supports and coordinates the day-to-day operations of the Superintendent(s), System Principal(s),CEO
• Manages multiple initiatives and coordinates day-to-day activities, including scheduling meetings and managing online calendars;
• Responds to inquiries and concerns from the public, staff, parents/guardians, students, trustees, agencies, and the Ministry of Education in a knowledgeable, tactful, and supportive manner, identifying matters that require the personal or urgent attention of the supervisor;
• Manages and tracks the completion and submission of school operational forms, plans and processes (e.g., Excursions, Out-of-Area Transfers, Home Schooling, Home Instruction, Suspensions, SIPSA, fundraising, etc.);
• Researches, analyzes, and synthesizes information on behalf of the Superintendent(s), Chief Executive and Education Officer(s), System Principal(s), on a variety of matters;
• Researches and integrates data and aria-level="1">
• Completes special projects, as assigned;
• Composes a wide variety of written materials (e.g., correspondence, agendas, event programs, and reports);
• Administers, monitors, and reconciles budgets, expenditures and financial records for the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director’s area(s) of responsibility;
• Prepares appropriate reports and forms; completes journal entries, purchase orders;
• Monitors school budgets, tracks administrators' PD spending and Purchase Card expenses; reconciles expenses while maintaining multiple databases;
• Coordinates the Superintendent(s), System Principal(s), Chief Executive and Education Officer(s), obligations to the Board, committees, and external professional organizations;
• Acts as a liaison between parents/guardians, members of the public, staff, and external vendors, as required;
• Attends meetings and records minutes, as required;
• Executes tasks related to the coordination of special events, conferences, meetings, communications, boundary reviews, and projects;
• Books internal and external venues, arranges catering, and adds events to Professional Learning;
• Coordinates travel arrangements and accommodations;
• Maintains a collaborative office environment focused on providing high-quality customer service;
• Attends occasional evening meetings and occasionally works on weekends;
• Participates in ongoing professional development.
• Preference Will Be Given To Applicants Who Are
• Proficient in online and software applications such as Sparkrock, Aspen, Staffing Plus, myReports, PCard (BMO), Professional Learning, School Cash Online, and MVal;
• Familiar with current educational issues, curriculum, and program at the local and provincial levels, including Ministry of Education initiatives;
• Knowledgeable about and able to interpret Board Policies and Administrative Procedures;
• Demonstrate a commitment to equity, inclusion and supporting student and staff well-being;
• Proficient in more than one language.
• Applications, along with your resume and other supporting documents must be submitted through Apply to Education – https://hdsb.simplication.com/WLSBLogin.aspx?returnurl=/
• by 4:00 pm on Friday, October 2, 2026
• Job Category: Management & Professionals -
• Job Code #
• 4070464
• Memo - AI Use in Interviews
• We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants’ Apply To Education profile page. First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.
• Applicant Self Identification Questions
• As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accordance with the Ontario Human Rights Code, HDSB’s Teacher Hiring Practices Administrative Procedure, HDSB’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:
• Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It intentionally works to identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.

Requirements

• Although hiring policies must adhere the qualification requirements set out in applicable Regulations (eg. Regulation 298, “Operation of Schools – General”) and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:
• valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and
• granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, applicants who self-identify as members of historically under-represented communities.
• We encourage you to respond to voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. Any information that you provide in response to these questions will be referred to during the hiring process for this position, and will be shared with the hiring manager and/or committee members responsible for the hiring process.
• The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).
• Questions about this collection may be directed to Dixon Mohammed - Manager, Recruitment, Selection and Staffing at mohammedd@hdsb.ca .
• Accommodation
• Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.
• Wellness
• The HDSB is committed to providing a respectful and healthy work environment.
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