Executive Assistant

6 months ago

Oakville, Canada St. Mildred's-Lightbourn School Full time

**Executive Assistant**

**Full-Time Permanent Position**

**Who We Are**

Located on 10 beautiful acres in the heart of Olde Oakville, St. Mildred’s-Lightbourn School (SMLS) is a premier independent school for girls from JK through to Grade 12. Our mission is to engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.

**An Opportunity to Join SMLS**
Role Overview

To support our vision of empowered young women challenging and transforming the world, we are currently seeking an Executive Assistant. The Executive Assistant (EA) is responsible for providing administrative support to the Head of School (HoS), and in supporting the Board of Governors’ requirements. The EA is expected to be an enthusiastic, articulate and highly organized administrative professional, able to manage multiple priorities in a fast-paced, dynamic environment, while remaining calm under pressure. The EA is expected to be a critical thinker who demonstrates initiative, integrity and attention to detail. The EA is expected to be an adept problem solver and to ensure exceptional customer service with all constituents within the SMLS community. The EA is to maintain confidentiality of information and carry out duties with discretion at all times.

Position Details
Department: Administration
Reports to: Head of School

Liaises with: Board of Governors

Education: College Diploma/University Degree;
Diploma in Office Administration or equivalent field is preferred

Experience: 5+ years progressive administrative experience

Experience in an Independent School (an asset)

Experience in not for profit environment (an asset)

Fluent in Google Workspace & Microsoft Office products

Comfort in a Mac based environment

Working Conditions: Onsite work in the school/office work environment

Sitting at the computer desk for long periods of time
- **Responsibilities to the Head of School - 60%**_
- Organize and manage all aspects of events and functions hosted by the HoS and the HoS’ office, ensuring effective coordination and exemplary first point of contact service for inquiries
- Organize and manage catering, decoration, and setup for school events and functions
- Manage phone calls and prioritize messages for the HoS
- Manage the HoS’s calendar, including appointments and travel requirements
- Plan, coordinate and assist with establishing meetings
- Work closely and effectively with the HoS to keep her well informed of upcoming commitments
- Communicate directly, and on behalf of the HoS with key stakeholders as required
- Communicate and work collaboratively with the senior leadership team and staff to promote a positive school culture
- Record and disseminate meeting minutes in a timely manner with attention paid to timely file maintenance
- Book rooms, equipment, travel and accommodation as per the HoS’s commitments and ensure relevant documents are collated for onsite and offsite meetings
- Draft reports, presentations and proposals for the HoS
- File annual Notice of Intent to Operate a School in accordance with the Ministry of Education requirements as requested
- Assist in identifying needs, mapping out the school year meeting agendas and track outstanding materials for the board meetings as required
- Assist the HoS in ensuring that the annual declarations are current and prepare conflict of interest reports as required
- Request POs based on quotes and prepare cheque requests for invoices received
- Create and maintain all personnel files for the HoS
- Collect articles and news items for communications including newsletters / Millie Memo
- Draft communications and distribute on behalf of the HoS
- Organize and prepare interview schedules and meetings
- Prepare and process monthly expenses for the EA and the HoS
- Maintain, distribute and reconcile petty cash
- Provide administrative support and leadership to other areas of the school where necessary
- Develop and maintain relationships with EAs of other schools
- Maintain annual memberships with external organizations
- Keep school rosters and member contact information up to date with external associations
- Assist with special projects as assigned
- Perform all other duties and tasks as assigned
- **Responsibilities to the Board of Governors - 40%**_
- Draft the minutes of meetings for both the Board of Governors, and Committees to the Board of Governors ensuring record-keeping, filings and minute-books are complete and current
- Liaise and direct legal counsel to the School in corporate filings
- Organize meetings and calendars of the Board of Governors and Committees to the Board of Governors
- Develop and implement process documents/information for the Board of Governors as requested
- Maintain all supporting materials to the Board of Governors and Committees to the Board of Governors within electronic format
- File and maintain Board Minutes
- Arrange and support off-site meetings and the Boar

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