Secretarial Services for the Board Chair and Trustees
Under the direction of the Board Secretary, Board Office staff provide support for the Board Chair in his or her capacity as the official representative of the Corporate Board and for Trustees as members of the Board of Trustees as outlined below.
Correspondence and Mail:
- Process mail directed to the Board Chair and Trustees
- Board Chair's mail is summarized and communicated to Trustees via TM and is posted in the Trustees' On-Line Reading Room on a weekly basis
- Process and track documentation requiring the Board Chair's signature
- Prepare correspondence for the Board Chair's signature
- Trustees mail is placed in their Board offices daily for pick-up during the week and is forwarded to their home offices on a weekly basis with the Board/Conference Committee agenda packages
Telephone Calls and Visitors to Trustees' Office:
- Answer all Trustee office phones when Trustees are not in the office
- Provide assistance to callers/visitors to the Trustees' Office
- All messages received in the Trustees' Office (both written and telephone messages) are provided to the Board Chair and Trustees via e-mail on a daily basis
Trustee Service Requests:
- Process and track Trustee service requests (e.g. items that a Trustee refers to Administration for information, follow-up and/or direct response and correspondence to be drafted for Trustee signature)
Meetings, Board-Hosted Events, School and Community Functions:
- Organize and maintain Board Chair's appointment calendar
- Maintain the *Trustee Activity, Recommended Events and Conference List and gather Trustee RSVP's for events on the list
*List of events that all Trustees have been invited to attend
- Liaise with offices of the Premier, Cabinet Ministers, MLA's, Mayor and City Council in preparation for meetings and social functions requested by the Board of Trustees
- Assist schools and community groups in extending invitations to Trustees for special events being planned
- Confirm trustee RSVP's with event organizers and arrange for appropriate protocol, Trustee speaking notes and background information that would assist Trustees in their participation at events such as:
- Meetings with members of government
- Board-hosted functions
- District and school award functions
- Commencement ceremonies
- Parent group meetings
- Trustee conferences, seminars, special Board events
- Committee meetings, negotiations
- Provincial Associations (PSBAA, ASBA)
Trustee Home Offices:
- Assist Trustees in coordinating with IT staff for any computer/IT assistance required
Trustee Budgets, Home Office Expenses and Travel Arrangements:
- Prepare conference registrations and make travel and accommodation arrangements
- Process monthly expense reconciliation claims for Trustee home office expenses, business expenses, supplies, corporate credit card transactions (VISA), travel expense claims and per diems
- Maintain accounting of Trustee annual expense budgets
Reviewed: September 2010
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