Job Advertisement: Executive Assistant to Learning Services
Organization: Northern Gateway Public Schools
Location: Whitecourt Division Office (Whitecourt, AB)
Position Type: Full-time (1.0 FTE; Monday – Friday, 7 hours/day)
Salary: $64, 642.20 - $73,202.64 annually
Position Overview
Northern Gateway Public Schools invites applications for a full-time Executive Assistant to Learning Services at the Division Office in Whitecourt, Alberta. Reporting primarily to the Directors of Learning and Director of Learning Supports. This role provides administrative support for the Learning Services team. The successful candidate will manage sensitive information, assist with student funding programs, and communicate directly with schools, parents, and community organizations.
Key Responsibilities
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Administrative & Executive Support: Screen calls and visitors, manage appointments and agendas, handle written correspondence, and provide initial information to principals, staff, and the public.
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Specialized Student Funding Support: Oversee tracking, monitoring, and database management for Special Education Grants, Program Unit Funding (PUF), and provincial/federal student support programs under the Directors' supervision.
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Record & Budget Management: Maintain confidential student files, process forms, code invoices, track expenditures, and assist with draft budget updates.
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Program Coordination: Assist in setting up meetings, workshops, and seminars for initiatives and regional service partnerships.
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Policy & Operations Support: Prepare meeting materials, retrieve documents for record retention or requests, and support basic reception/office tasks when needed.
Qualifications & Skills
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Education & Experience: Grade 12 diploma supplemented by administrative/computer courses (or equivalent experience). Background in office procedures, basic accounting, and budget reconciliation is preferred.
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Technical Skills: Strong proficiency in Microsoft Office (Word, Excel) and Google Suite.
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Core Competencies: Exceptional written and verbal communication, organizational, and time-management skills. Ability to work independently with minimal direction while handling multi-tasking in a dynamic environment.
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Professional Conduct: High degree of tact, diplomacy, and strict commitment to confidentiality.
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Knowledge: Understanding of Alberta Special Education programs, funding guidelines, and school division operations is considered an asset.
Application Process
Submit a cover letter and resume including references, specifying the position, to:
Ms. Janine Dougan, Director of Human Resources
Northern Gateway Public Schools
Email: [email protected]
Phone: 780-778-2800
Position will remain open until a suitable candidate is found.
Candidates will be required to provide a current Vulnerable Sector Check / Criminal Record Check prior to employment. Northern Gateway Public Schools thanks all applicants; however, only those selected for an interview will be contacted.
