Senior Board Administrator

Job Description

Who Are We?

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 144,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Info

Competition Close Date: Wednesday, February 18, 2026 @ 11:59 PM

Calendar: 12 month

Salary: Exempt Grade A2, $72,200 - $88,000 annually

FTE: 1.0, 35 hours per week

What does this role look like?

The purpose of this job is to support all Regular and Special Meetings of the Board of Trustees and other meetings as assigned, including public meetings for consideration of school closures and meetings related to special issues. The job provides Board administration duties including preparation of board meeting agendas, distribution of Board meeting materials and production of official minutes. In addition, this job is responsible for the production of the official Board of Trustees' corporate record, required by legislation, and carries out administrative duties for the Office of the Corporate Secretary.

The CBE understands the future of work is flexible. In this role, you are eligible to participate in a flexible work program that allows you to work remotely for up to three days a week. A minimum of two days must be in the office. At certain times, you maybe be required to work in the office more then 2 days per week based on operational requirements.

• This position is required to work evenings on a regular basis and may include the occasional weekend, to attend Board of Trustee meetings and other meetings as required. Equivalent lieu time will be provided and arranged by mutual agreement with immediate supervisor, subject to office workloads.
• This position requires the ability to travel to meetings outside of the work location.

What will you do?

Accountability

• Ensure accurate preparation, participation, and documentation of all meetings of the Board of Trustees, Board Committees, and other assigned Board‑related meetings, including the official recording of proceedings.
• Ensure the timely and compliant preparation, coordination, and distribution of all Board meeting materials and confidential documentation, in alignment with Board procedures and legal requirements.
• Produce complete and concise official minutes for all Board meetings by synthesizing detailed discussion and debate from meeting notes and audio recordings.
• Maintain all records management systems in a consistent, timely, and accurate manner to ensure the integrity and accessibility of the official records of the Board of Trustees.
• Uphold strict standards of confidentiality and diplomacy in all interactions and while managing sensitive information.
• Plan, prioritize, and manage workload effectively and independently to ensure timely completion of responsibilities in a high‑demand environment.

Major Responsibilities

• Prepares meeting notices, meeting agendas, meeting minutes and Board reports for regular scheduled Board meetings.
• Prepares, verifies and ensures the electronic distribution of meeting materials for regular scheduled Board meetings to trustees, administration, stakeholders and the public, in accordance with Board procedures and legal requirements.
• Serves as the recording secretary for all meetings of the Board of Trustees, and other meetings, as required. Ensures preparation of audio recording and official minutes of meetings, in accordance with Board procedures, Board practice and legal requirements.
• Provides for effective interface with all members of staff for the coordination of information relative to the preparation of tentative agendas, agendas, meeting materials, correspondence, etc., for the Board of Trustees' meetings, while ensuring that the strictest level of confidentiality is maintained.
• Ensures the confidentiality of private Board meetings is maintained; i.e. preparation and placement of appropriate signage, monitoring of audio recording equipment.
• Prepares Board meeting rooms in advance, including set-up as required for presentations, trouble-shooting, dealing with requests from the public, and addressing emergent issues as they arise. Coordinates with IT, Facilities and Security offices for services required for Board and Committee meetings.
• Coordinates with administration for all Board meeting performances including but not limited to O Canada, Acknowledgement of the Land, student presentations and other special performances and/or presentations.
• Maintains a rigorous document management system for the corporate records, including the preparation, organization and maintenance of the official Board of Trustees annual minute book, the Board meeting indexes, agendas and Board meeting materials in both hard copy and the electronic document management system. Ensures appropriate level of security is applied to all documents as required for confidentiality.
• Identifies, devises and monitors any control weaknesses and recommends changes in procedures for the Office of the Corporate Secretary's record management systems including records of all proceedings, public and confidential, of the Board of Trustees and its Committees.
• Prepares indexes of agendas, minutes, and meeting materials for the purpose of tracking Board motions and records. Arranges for production of official electronic records and off-site storage of the Board's corporate records.
• Prepares corporate files and administrative files for off-site storage with Records Management at the end of each school year.
• Provides support to the Corporate Secretary in the production of confidential Board reports and confidential Board Committee meeting materials.
• Serves as an immediate point of contact for administration and the public with respect to relaying accurate information on decisions made by the Board of Trustees.
• made by trustees and by the public and assists in the preparation and distribution of responses to Monitors and tracks inquiries such inquiries.
• Updates Board policies and submits same for posting to the CBE corporate website.
• Performs comprehensive searches of the corporate records in a timely manner for the trustees, administrative staff and for the general public.
• Ensures the Board Policy Manual is maintained and recommends areas for review.
• Maintain the Board of Trustees' official correspondence record, ensuring all letters with the Alberta government are published publicly when required.
• Responds to inquiries from Trustees, administration and the public regarding Board procedures and proceedings; ensuring confidentiality where appropriate
• Demonstrates a thorough understanding of the Education Act, related Regulations, and Robert's Rules of Order.
• Interprets Board policies, the role of governance and practices, administrative regulations and practices and the linkages between them to administration, stakeholders and the general public.
• Demonstrates a thorough understanding of the inter-relationships within the Calgary Board of Education, as well as an appreciation for external relationships and political issues.
• Provides support for Community of School Council meetings.
• Conducts research and retrieval of Board information to support the work of the Calgary Board of Education and its stakeholders.
• Maintains schedules and timelines to meet the demands in accordance with level of importance and needs of the system.
• Carries out special projects and reports at the request of the Corporate Secretary.
• Demonstrates exceptional written, verbal and composition skills.
• Demonstrates trustworthiness, dependability and reliability, thus building productive relationships with co-workers, the Board of Trustees, and stakeholders.
• Performs other related duties as required.

What are we looking for?

Education and Experience

• Successful completion of post-secondary certificate/diploma in Business Administration, Legal Assistant or equivalent.
• Minimum of 5 years related experience at a board administrator, legal assistant or senior administrative assistant level including extensive experience recording official minutes of complex meetings, with knowledge of procedures and rules of order for public meetings.
• Equivalent combinations of directly related education and directly related experience may be considered.

Demonstrated Skills and Competencies

• Ability to work in stressful high-pressure public meeting situations.
• Exceptional verbal, writing and composition skills.
• Superior attention to detail, records and data management and computer skills including competency in word processing, spreadsheet, database, presentation tools, and electronic mail.
• Well-developed organizational and time management/workload management skills.
• Ability to work with limited supervision under rigorous conditions of confidentiality.
• Ability to work effective within a team environment.
• Personal suitability.

Conditions of Employment

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

What happens next?

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.

Land Acknowledgement

The Calgary Board of Education acknowledges the traditional territories and oral practices of the Treaty 7 Nations, including the Siksikaitsitapi Nations, Tsuut'ina Nation, and the Îyârhe Nakoda Nations. We acknowledge the Métis Nation within Alberta, and all people who make their homes in the Treaty 7 region of southern Alberta. As a learning organization, we are committed to advancing the Truth and Reconciliation Calls to Action focused on Education for ReconciliACTION.