Executive Assistant to the Chief Operations Officer
Executive Assistant to the Chief Operations Officer
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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 the Chief Operations Officer. 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 (EA) is responsible for providing comprehensive support to the Chief Operations Officer (COO). The EA serves as the primary resource to provide administrative support to the portfolios of the COO related to the business operations areas of the School including Finance Information Technology Commercial Activities Capital Planning Facilities Food and Custodial Services and Risk Management. This position requires the ability to be proactive anticipate needs think critically work under pressure meet deadlines take verbal and written direction and follow through to completion. The Executive Assistant shows initiative in dealing with many varied situations that arise seeking direction as required. Flexibility to changing demands of the job is important in this role. This role requires interfacing with staff faculty board members and vendors; and requires a high level of professionalism and confidentiality.Specific Accountabilities:
Executive Administration:
Complete a broad variety of administrative tasks that facilitate the COOs ability to effectively lead the Business Operations areas of accountability including: calendaring (including scheduling internal and external meetings) composing and preparing correspondences coordinating travel and on occasion providing general administrative support to other leaders within the COOs portfolio.
Prioritize inquiries and requests; make judgments and recommendations to effect smooth day-to-day engagements.
Coordinate projects relevant to others leaders within the COOs portfolio.
Handle highly sensitive and confidential matters as part of daily administrative duties and providing status updates.
Develop quality solutions for improving efficiency and effectiveness of own work activities.
Complete ad hoc duties or projects as assigned based on the needs of business operations.
Governance Administrative Support:
Governance administration is a key function of the EA role.
Attend various governance meetings to provide administrative support (including but not limited to the Havergal College Foundation the Financial Sustainability Committee the Pension Sub-Committee the Property and Development Committee).
Manage logistics for governance meetings and events including scheduling meetings drafting agendas compiling and distributing presentation materials managing meeting attendance and record meeting minutes.
Become versed with the corporate bylaws for the Colleges entities and the terms of references for the Board and Committees.
Management of the portal that houses digital governance documents.
Manage inquiries and maintain relationships with Board directors.
Information Management and Coordination:
Act as the first point of contact for triaging requests and inquiries; deal with internal and stakeholders and effectively gather required information communicate information or tasks to related parties and escalate urgent concerns.
Maintain a follow-up system to ensure that action has been taken or replies have been initiated.
Coordinate a smooth and effective flow of paperwork through the COOs office and the Business Operation departments.
Set up and maintain manual and computerized information filing systems.
Record-keepingand Reporting:
Perform finance-related administrative work such as supporting with the budget process credit card reconciliations and out-of-pocket expense reimbursements.
Manage invoices and contracts that are signed by the COO including liaison with the Accounts Payable team and suppliers / vendors.
Conduct research assemble and analyze data for reports and documents as required.
Draft and sending internal communications as directed by the COO.
Complete membership and subscription renewals and conference registrations.
Qualifications Knowledge and Experience
Minimum 3 years experience in an administrative role supporting executives.
Post-secondary degree or diploma.
Experience with Boards as a point of contact and providing administrative support in assembling pre-read documents and preparing meeting minutes.
Proven experience in coordinating multiple projects and events using strong organizational and time management skills.
Excellent verbal and written communications.
Strong knowledge of technology including Adobe Acrobat Google Workspace and Microsoft Office and virtual meeting platforms.
Demonstrated ability to multi-task and ability to be flexible when priorities shift.
Demonstrated ability and commitment to the Core Competencies of;
- Inclusive Excellence
- Collaboration& Teamwork
- Integrity& Trust
- LearningAgility
- Communication
- GrowthMindset
Allqualified candidates are encouraged to apply and express their interestno later thanSeptember 11 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@.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
