Board Secretary & Administrative Associate

Position Responsibilities

Position Overview

The Board Secretary & Administrative Associate provides administrative and executive support to the School board, SAS 2033 Project Manager and General Counsel.

This role serves as the primary coordinator for board governance processes and operations, while also providing executive and administrative support to designated school leaders. The position requires a high degree of professionalism, discretion, judgment, and political acumen, with responsibility for anticipating board needs and managing governance processes and operations.

The role is responsible for coordinating board and committee meetings, facilitating work flows and communications, facilitating board processes (including election and appointment processes), ensuring adherence to board policies and bylaws, maintaining records and databases, managing board and executive calendars, and ensuring the smooth operation of assigned administrative functions. The role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a dynamic school environment.

The Board Secretary and Administrative Associate has responsibility directly to the board and coordinates closely with the SAS 2033 Project Manager.

Role-Specific Responsibilities

Board Governance & Executive Support

• Support the board with preparation for monthly board meetings, annual board retreat, and all board committee work, as well as occasional evening meetings including community engagement sessions.

  -This work includes calendar invitations, room reservations, catering, printing and gathering necessary materials, preparing agenda items and distributing as appropriate and according to proper timeline in advance of meetings.

• Attend all board and board committee meetings.

• Serve as secretary to the board, ensuring effective governance processes, accurate records, timely follow-up, and adherence to board policies and governing documents.

• Maintain board records and governing documents: By-Laws, board operating procedures and other governing documents.

• Act as the liaison between the board and the SAS Communications Office to ensure all board communications reach the intended audiences. Prepare and coordinate communications for all board events and elections in collaboration with the board and Communications Office. Ensure board content on the website is current and execute any necessary revisions.

• Collaborate with the Superintendent's office on joint board/ Superintendent tasks.

• Track and consider issues arising from discussions in any one group which should be raised with the full board or another committee. This includes close follow-up on time-sensitive issues.

• Act as a trusted liaison between the board and leadership team, ensuring board requests, decisions, and follow-up actions are appropriately communicated, tracked, and completed.

• Maintain up-to-date paper and electronic records including board packets, approved board and committee minutes, board resolutions, new board and committee member documents, orientation materials, and annual board member changes.

• Continuously monitor emails sent to the board email address and respond or distribute to board members as appropriate.

• Assist with board elections and support the Nominations and Governance Committee during the annual board elections process, including but not limited to coordinating publicity and communications, preparation/updating election materials, meeting the candidates events, and consultants.

• Proactively manage timelines to ensure that the board meets guidelines set out in the board governing documents.

• Provide administrative support, including but not limited to, updating the board directory, disseminating information to board members, maintaining board records, overseeing the resolution process, and developing the draft annual board and committee calendars.

• Coordinate and manage all board functions, including board internal and external communications, monthly board and committee meetings, board and committee training and professional development, the annual board retreat, community information sessions, board elections events, and board social events.

• Coordinate documentation required for ACRA-registered board member appointments and resignations with the external corporate secretary.

Administrative Support

• Provide day-to-day administrative support to the SAS2033 Project Manager and General Counsel, including calendar management, meeting scheduling, coordination, and logistical arrangements.

• Maintain and organize project files, templates, records, and document repositories to ensure accuracy, accessibility, and proper documentation.

• Coordinate event and travel logistics, including registrations, attendance tracking, transportation, accommodation, venue bookings, catering, and related arrangements.

• Process and track purchase requests, invoices, reimbursements, and budget-related documentation in accordance with established procedures.

• Support the planning and execution of special events, including visits by guests of the Superintendent or Deputy Superintendent, ensuring seamless coordination, proactive preparation, and timely execution of all logistical requirements.

• Perform other duties and responsibilities as assigned.

Position Requirements & Qualifications

• Diploma from a recognized Institution/polytechnic. Bachelor's degree preferred.

• 1-3 years of relevant experience

• Prior experience supporting a board of directors, board committee, university board, or serving as a board secretary preferred.

• Experience preparing board agendas, minutes, governance calendars, board policies, resolutions, and governance documentation preferred.

• Excellent organizational and office management skills.

• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work effectively with senior leaders, board members, and external stakeholders.

• Demonstrated ability to anticipate needs, manage governance processes independently, and balance multiple priorities while maintaining a high level of accuracy and professionalism.

• Demonstrates competence in Google suite of tools, including word processing, spreadsheet, calendars, as well as graphic design, and scheduling, with an interest in and ability to learn new applications.

• Excellent interpersonal skills and ability to handle multiple responsibilities and priorities concurrently.

• Good English communication skills, both written and oral.

• Positive work attitude and initiative.

• Ability to work cooperatively and provide assistance as necessary to other team members.