Administrative Assistant to the Upper School

Support Position

Closing Date: May 19, 2025

Job Term: Full Time

We are seeking an individual who is inspired by our mission and whose beliefs align with our core values of integrity, compassion, inquiry and courage, and reflects our core competencies to join Havergal College as Administrative Assistant to the Upper School. This is a full-time, permanent position.

Why Havergal is the Place to Be

Founded in 1894 and located on a beautiful 22-acre campus in midtown Toronto, Canada, Havergal College is one of Canada’s pre-eminent independent schools for girls from Junior Kindergarten through Grade 12. At Havergal College, we believe that great schools are made up of great people. With a rich history spanning over 130 years, we are committed to offering a contemporary liberal arts education, which is rooted in the Anglican tradition. Our mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, and a cohesive and collegial team of faculty and administration staff, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking and global-mindedness within our students.

We take pride in attracting and retaining highly-qualified faculty and administration staff to ensure that our school remains at the forefront of educational excellence. Join us in this transformative journey of education, working together to empower young women to make a positive difference in our world.

We are committed to building a diverse workforce and an inclusive workplace. We believe that an inclusive environment fosters a culture of mutual respect, creativity and innovation, collaboration and accountability. To this end, we encourage applications from all qualified candidates with a diverse range of experiences and perspectives, including women, BIPOC (Black, Indigenous and People of Colour) peoples, LGBTQ2S+, and persons with disabilities to join our thriving team.  We seek candidates who are committed to nurturing a community where integrity, compassion, inquiry and courage thrive. 

The Position

The Administrative Assistant to the Upper School provides administrative support to the Upper School including administrative support for the Head, Middle and Senior Schools and student life and operations in the Upper School. This includes administrative support to the Director of Student Leadership and Director of Arts.

Specific Accountabilities

  • Assist in the proactive planning, coordination and tracking of initiatives or events that fall under the responsibility of the office of the Heads – Middle and Senior Schools, the Director of Arts and the Director of Student Leadership (including the orientation activities, opening week planning, Grade 7, 9 and 12 camps, dances, socials and end of the year events).
  • Maintain the schedules of the Heads – Middle and Senior Schools and events by booking appointments, meetings schedules and school-based events.
  • Manage detention administration including coordinating with other departments for job and updating a database.
  • Manage lunch passes and any phone confiscation documentation and storage.
  • Order supplies for the office of the Heads of Middle and Senior Schools and Director of Arts and Student Leadership.
  • Maintain and coordinate the School Mascot in collaboration with the Head of Senior School.
  • Edit and post The Weekly memo to parents using WordPress and Composer.
  • Administrative assistant to support the student leadership election process.
  • Maintain electronic documents and correspondence relevant to the office of the Heads – Middle and Senior Schools including that which is confidential.
  • Manage The Pound and ensure the space is clean and organized.
  • Maintain up-to-date records of revenue and expenses for Upper School budgets and process school credit cards bills for Head, Middle & Senior School and Directors of Student Leadership & Arts.
  • Provide prompt response to requests for support or information relevant to the office of the Heads – Middle and Senior Schools.
  • Work collaboratively with other Administrative Assistants in the school and assume tasks in other portfolios as required.
  • Attend weekly ‘Management Meetings’ to inform on upcoming events and activities and to seek feedback and update information for future events.
  • Input and maintain up-to-date student records in regards to student engagement, either club membership, House leadership or senior leadership roles.
  • Other duties as requested by the Heads – Middle and Senior Schools, Director of Arts & Student Leadership.
  • Book travel and hotel arrangements for professional development for the Heads – Middle & Senior.

Qualifications, Knowledge and Experience

  • Excellent communication skills both written and oral.
  • Effective organizational and interpersonal skills.
  • Experience in the use of online databases, Microsoft Word and Excel, and electronic communication (Outlook/Entourage).
  • Knowledge of project management methodology would be an asset.
  • Problem solving / analytical skills/ troubleshooting into the future.
  • Demonstrated ability to juggle competing priorities in a fast-paced environment.
  • Ability to take responsibility and function with minimal supervision.
Demonstrated ability and commitment to the Core Competencies of:
  • Inclusive Excellence
  • Collaboration & Teamwork
  • Integrity & Trust
  • Learning Agility
  • Communication
  • Growth Mindset

All qualified candidates are encouraged to apply and express their interest to HC Careers no later than May 19, 2025. This job posting is for an existing vacancy.

Havergal College thanks all applicants in advance. Only those candidates selected for an interview will be contacted. Havergal College is an equal opportunity employer. We are committed to an inclusive, barrier-free recruitment and selection process, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process. If you require accommodations, please contact Cathy LeBlanc at 416-483-3519 ext. 6526 or by email at [email protected].