Executive Assistant to the Associate Head of School

Support Position

Closing Date: November 30, 2022

Job Term: Full Time

We are seeking an individual who is aligned with our core values and reflects our core competencies to join our community as Executive Assistant to the Associate Head of School. This is a full-time position.

About Havergal

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 the forefront of women’s education for over 125 years, Havergal offers a contemporary liberal arts education and is rooted in the Anglican tradition. Havergal’s mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking and global-mindedness within our students.

At Havergal College, we believe that great schools are made up of great people. We are committed to building a diverse workforce and an inclusive workplace. 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, and persons with disabilities. We welcome applicants who are inspired by our mission to prepare young women to make a difference and to take on an ever-changing world with confidence, resilience and global-mindedness.

The Position

The Executive Assistant is responsible for providing comprehensive support to the Associate Head of School who is responsible for the leadership, oversight and guidance of the Junior School, Middle School and Senior School, including the Boarding School Program in Grades 9-12. The Executive Assistant serves as the primary resource to provide operational administrative support to the portfolios of the Associate Head of School, including support academic operations and projects under the Vice-Principal of Teaching and Learning and Executive Director, Equity, Diversity & Inclusion portfolios. This position requires the ability to 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, students, parents, volunteers and vendors; and a high level of professionalism and confidentiality.

Specific Accountabilties

Executive Administration
  • Complete a broad variety of administrative tasks that facilitate the Associate Head of School’s ability to effectively lead the College’s school life operations’ areas of accountability, including: keeping the Associate Head of School’s calendar-up-to-date, confirming and arranging meetings, rescheduling appointments, providing daily briefings, preparing for and arranging departmental meetings, composing and preparing correspondences, coordinating travels and providing general administrative support to other leaders within academic leadership team as required.
  • Prioritize inquiries and requests; make judgments and recommendations to effect smooth day-to-day engagements.
  • Coordinate projects relevant to others leaders within the Associate Head of School’s portfolio.
  • Handle highly sensitive and confidential matters as part of daily administrative duties.
  • Develop quality solutions for improving efficiency and effectiveness of own work activities.
  • Complete ad hoc duties or projects as assigned based on the business operations’ needs.
  • Support the Associate Head of School, VP Teaching and Learning and Executive Director, EDI with calendar and meeting management.
Information Management & 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 for the Associate Head.
  • Resolve and respond to requests for support within a reasonable time.
  • 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 Associate Head of School’s office and the business operation departments.
  • Set up and maintain manual and computerized information filing systems.
  • Contribute to team effort by completing administrative requirements and expediting work results in a healthy and safe manner and in adherence to the School’s standards and policies.
Support to Various Initiatives & Events
  • Assist in the planning and coordination of initiatives or events including arranging and handling logistics for meetings and events; schedule meetings, draft agendas; develop, compile and distribute presentation materials and record meeting minutes with accuracy.
  • Lead the coordination of key school events:
    • Founders’ Day (in conjunction with Director Arts and Head of Music).
    • Awards Day (in conjunction with Guidance to lead coordination).
    • Graduation (in conjunction with various stakeholders; will act as a project lead to coordinate this event).
  • Support the various administration of Parent Teacher Conferences and People and Program Evenings (in conjunction with the Administrative Assistant to the Heads of School, and Manager Parent Relations).
  • Support Carol Services (in conjunction with various leaders).
  • Support the Executive Director, EDI and the VP Teaching and Learning in administrative tasks for professional learning, speakers, workshops, etc.
Record-Keeping & Reporting
  • Support budget reconciliation for Associate Head of School, VP Teaching and Learning and ED, EDI portfolios via administrative work such as, maintaining vendor lists, processing payment requests, credit card reconciliations, and out-of-pocket expense reimbursements.
  • Process invoices, track expenditures and maintain records.
  • Research and draft, create informative memos when required.
  • Complete membership and subscription renewals and conference registrations.
Academic Scheduling & Planning
  • Support the VP, Teaching and Learning in, Ontario Secondary School Literacy Test (OSSLT) preparation and set-up, student registration and data support; coordinate support with IT services.
  • Manage the Education Quality and Accountability Office (EQAO) procedures, student data compiling, data upload, testing facilities setup, seating and test labeling, post-testing materials coordination.
  • Monitor, follow and distribute EQAO information and instructions.
  • Work with IT to ensure electronic upload of student data for various ministry testing.
  • Initiate meetings as needed to implement communication and process.
  • Coordinate with Guidance and Learning Support to ensure accuracy of student data.
  • Liaise with Room Bookings, Facilities and Food Services to ensure setup for day of testing.
  • With guidance from the VP, Teaching & Learning, create the supervision schedule for teachers.
  • Plan and planning meetings for Supervising Teachers and extra time students.
  •  Coordinate the preparation of supporting materials.
  • Ensure teachers’ and students’ pre-test materials and instructions are correct and available on time; composing instructions to match process.
  • Manage EQAO materials:  intake, security, sort for testing, labelling, test day distribution, organize materials return within deadline.
  • Coordinate and distribute EQAO materials and post-testing procedure including downloading the student reports, print and provide to guidance for inclusion in the OSR and to be sent to students as per the EQAO instruction (e.g. print or electronic).
Exam Schedule (March–April) & Exam Processing & Management (May–June)
  • Support the VP, Teaching and Learning to ensure school and Ministry exam schedules are organized, well coordinated with the various stakeholders and implemented as planned and within budget.
  • Lead the coordination of the Day Student Office in support of exam administration and setup, project managing the administration of on-site school and Ministry exams.
  • Organize and supervise the day to day tasks of administering the exams before, during and after the exam period including the collection, distribution and storage of exams.

Qualifications, Knowledge & Experience

  • Minimum 5 years’ experience in an administrative role supporting executives.
  • Post-secondary degree or diploma, college certificate.
  • Excellent customer service orientation and interpersonal skills.
  • Proven experience in coordinating multiple projects and events, using strong organizational, time management and project management skills.
  • Excellent verbal and written communications.
  • Strong knowledge of appropriate software including Microsoft Word, Excel, PowerPoint, Adobe Acrobat and Google Workspace and video conferencing platforms.
  • Strong working knowledge of database query and application and data analysis.
  • Demonstrated ability to multi-task and ability to be flexible when priorities shift.

Demonstrated ability & 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 November 30, 2022.

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].