Senior Administrative Assistant, Finance and Business

Job Requirements

Please note this posting will close on November 18, 2026 at 11:59PM

Reporting to the Superintendent, Finance and Business, the Senior Administrative Assistant, Finance and Business, provides confidential, senior-level administrative support to the Superintendent and the Finance and Business leadership team. The position supports the efficient operation of the department by coordinating schedules and meetings, preparing documents and maintaining records, supporting financial and operational processes, and administering day-to-day office operations. As a primary point of contact for the department, the position exercises sound judgment, discretion and diplomacy in managing inquiries and sensitive information.

Specific Accountabilities

Provides administrative support to the Superintendent, Finance and Business, including:

- Managing calendars and coordinating meetings, travel arrangements, expense claims and meeting materials, including for Directors and Managers as required.
- Conducting preliminary administrative reviews of contracts and agreements prior to signing to verify names, dates and signature requirements, and coordinating execution and distribution of finalized documents.
- Compiling and distributing Audit Committee meeting packages and supporting the submission of the district’s annual budget and audited financial statements to the Government of Alberta, ensuring established requirements and deadlines are met.

Provides administrative and operational support across the department, including:

- Supporting the Directors of Finance in coordinating the annual District signing authority process, distributing templates, tracking submissions and following up with schools and central departments.
- Supporting the Manager, Risk and Business Services, in coordinating school block bookings, facility rentals, caretaker overtime approvals and donation receipts, and tracking school council annual financial statement submissions.
- Supporting the Supply Management team during peak periods, liaising with schools and departments to resolve issues and assisting with special projects.
- Serves as a primary point of contact for the department, managing correspondence and inquiries, prioritizing requests and directing matters to the appropriate individuals.
- Prepares, formats and proofreads correspondence, presentations, reports, spreadsheets and other documents, including formal documentation and business correspondence for Supply Management, ensuring accuracy, consistency and professionalism.
- Coordinates day-to-day departmental office administration, including ordering supplies, submitting service requests, processing purchasing requisitions, coding invoices, organizing team events, reconciling purchasing cards and administering central office petty cash.
- Maintains organized electronic and paper records in accordance with District records retention requirements, privacy legislation and established procedures.
- Performs other related duties as assigned by the Superintendent, Finance and Business.

Qualifications

- High school diploma
- Three (3) to five (5) years’ experience in a senior secretarial/clerical position
- Completion of an office/administrative training program (preferred)
- Demonstrated discretion, professionalism and a high level of integrity when handling confidential and sensitive information.
- Working knowledge of financial and administrative terminology, budgeting and procurement processes.
- Strong organizational and time-management skills, with the ability to manage competing priorities and tight deadlines across several areas at once.
- Excellent written and verbal communication, proofreading and editing skills, with strong attention to detail.
- Advanced skills in Word, Excel, PowerPoint, Outlook and Teams, including document formatting and mail merges, and proficiency in Adobe Pro. Familiarity with PeopleSoft Financials is an asset.
- Ability to work independently, take initiative, exercise good judgment, and adapt and solve problems.
- Service-oriented and collaborative, working effectively across teams.