Executive Assistant to the Deputy Principal
Executive Assistant to the Deputy Principal
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Job Description
We are seeking an individual whois inspired by our mission and whose beliefs align with our core values ofintegrity compassion inquiry and courage and reflects our core competenciesto join Havergal College astheExecutive Assistant to theDeputy Principal. This is afull-time permanent position.
Why Havergal is the Place to Be
Founded in 1894 and located on abeautiful 22-acre campus in midtown Toronto Canada Havergal College is one ofCanadas pre-eminent independent schools for girls from Junior Kindergartenthrough Grade 12. At Havergal Collegewe believe that great schools are made up of great people. With a rich historyspanning over 130 years we are committed to offering a contemporary liberalarts education which is rooted in the Anglican mission isto prepare young women to make a difference. Through our outstanding academicand cocurricular programs and a cohesive and collegial team of faculty andadministration staff we nurture a culture of capability that fostersself-confidence leadership critical thinking and global-mindedness within ourstudents.
We take pride in attracting and retaininghighly-qualified faculty and administration staff to ensure that our schoolremains at the forefront of educational excellence. Join us in thistransformative journey of education working together to empower young women tomake a positive difference in our world.
We arecommitted to building a diverseworkforceand an inclusive believe that an inclusive environmentfosters a culture of mutual respect creativity and innovation collaborationand accountability. To this end we encourage applications from all qualifiedcandidates with a diverse range of experiences and perspectives includingwomen BIPOC (Black Indigenous and People of Colour) peoples LGBTQ2S and persons with disabilities to join ourthriving team. We seek candidates who are committed to nurturing acommunity where integrity compassion inquiry and courage thrive.
The Executive Assistant is responsible forproviding comprehensive support to the Deputy Principal Head of Upper Schooland Dean of Academics who are responsible for the leadership oversight andguidance of the Junior School Middle School and Senior School including theBoarding School Program in Grades Executive Assistant provides operational administrative supportcoordinates significant school events and requires the ability to anticipateneeds think critically work under pressure meet deadlines take verbal andwritten direction and follow through to completion. The Executive Assistantshows initiative in dealing with many varied situations that arise seekingdirection as required. Flexibility to changing demands of the job is importantin this role. This role requires interfacing with staff faculty studentsparents volunteers and vendors; and a high level of professionalism andconfidentiality.
Specific Accountabilities:
Executive Administration:
- Complete abroad variety of administrative tasks that facilitate the teams ability toeffectively lead the Colleges academic and school life operations areas ofaccountability including: keeping calendars-up-to-date confirming andarranging meetings rescheduling appointments providing regular briefingspreparing for and arranging meetings composing and preparing correspondencesand coordinating travels.
- Prioritizeinquiries and requests; make judgments and recommendations to effect smoothday-to-day engagements.
- Coordinateprojects relevant to other leaders within the Deputy Principals portfolio.
- Collaborate and liaise regularlywith the other Executive Assistants and Administrative Assistants to facilitateefficient calendar management communication and collective administrativesupport for the Deputy Principal and other senior leaders.
- Handle highlysensitive and confidential matters as part of daily administrative duties.
- Develop qualitysolutions for improving efficiency and effectiveness of own work activities.
- Complete adhoc duties or projects as assigned based on the business operations needs.
Information Management and Coordination:
- Act as thefirst point of contact for triaging requests and inquiries; deal with internaland stakeholders and effectively gather required information communicateinformation or tasks to related parties and escalate urgent concerns.
- Resolve andrespond to requests for support within a reasonable time.
- Maintain afollow-up system to ensure that action has been taken or replies have beeninitiated.
- Coordinate asmooth and effective flow of paperwork through the Academic Leaders officesand the business operation departments.
- Set up andmaintain manual and computerized information filing systems.
- Contribute toteam effort by completing administrative requirements and expediting workresults in a healthy and safe manner and in adherence to Schools standardsand policies.
Support to Various Initiatives andEvents:
- Lead in theplanning and coordination of initiatives or events including arranging andhandling logistics for meetings and events; schedule meetings draft agendas;develop compile and distribute presentation materials and record meetingminutes with accuracy.
- Lead thecoordination of key school events such as Graduation (in conjunction withvarious stakeholders; will act as a project lead to coordinate this event)Upper School People & Program Evenings Founders Day and Awards the coordination of other key school events such as Carol Service.
Record-keepingand Reporting:
- Supportbudget reconciliation for the Deputy Principal Head of Upper School and theDean of Academics portfolios via administrative work such as maintainingvendor lists processing payment requests credit card reconciliations andout-of-pocket expense reimbursements.
- Processinvoices track expenditures and maintain records.
- Research anddraft create informative memos when required.
- Completemembership and subscription renewals and conference registrations.
Qualifications Knowledge and Experience
- Minimum 5years experience in an administrative role supporting executives
- Post-secondarydegree or diploma College certificateExcellentcustomer service orientation and interpersonal skills
- Provenexperience in coordinating multiple projects and events using strongorganizational time management and project management skills
- Excellentverbal and written communications
- Strongknowledge of appropriate software including Google Workspace Microsoft WordExcel PowerPoint Adobe Acrobat and video conferencing platforms
- Strongworking knowledge of database query and application and data analysis
- Demonstratedability to multi-task and ability to be flexible when priorities shift
Demonstrated ability and commitment to the Core Competencies of;
- Collaboration& Teamwork
- Integrity& Trust
- LearningAgility
- Communication
- GrowthMindset
- InclusiveExcellence
Allqualified candidates are encouraged to apply and express their interestno later than July 22 2025. This posting is for an existing vacancy.
Havergal College thanks all applicants inadvance.Only those candidatesselected for an interview will be contacted. Havergal College is an equalopportunity employer. We are committed to an inclusive barrier-freerecruitment and selection process and work environment in accordance with theAccessibility for Ontarians with Disabilities Act (AODA). We will be happy towork with applicants requesting accommodation at any stage of the you require accommodations please contact Cathy LeBlanc at ext. 6526 or by email at accessibility@.
Employment Type
Full Time
