Administrative Assistant, Communications

2 weeks ago

Toronto, Canada Havergal College 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 the **Administrative Assistant, Communications & Marketing, and Advancement**. This is a full-time 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.

**The Position**:
The Administrative Assistant will provide professional administrative support to the Executive Director, Advancement and the Executive Director, Communications & Marketing to ensure the smooth operation of both offices.

The Executive Director, Advancement provides leadership in the development and implementation of Havergal’s advancement strategies and tactics. The development, maintenance, and enhancement of philanthropic relationships with current parents, alumni and other donor and partners stakeholder groups is critical to delivering on Havergal College’s mission.

The Executive Director, Communications & Marketing provides leadership in the development and implementation of Havergal’s strategic marketing and communications activities. The school’s delivery of “telling our story” is at the core of building brand awareness, in addition to overseeing the school’s marketing, strategic communications, media and public relations, and digital content creation.

This position will support the operational, administrative, financial, database and event management of the two executives’ portfolios.

**Specific Accountabilities**:

- Oversee, coordinate and perform the day-to-day administrative functions to ensure efficient operations of the Advancement and Communications & Marketing departments, including calendar management, scheduling, meeting and committee support and follow-up, expense preparation and submission, and coordinating projects relevant to both executives.
- 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.
- Resolve and respond to requests and general inquiries for support within a reasonable time.
- Prepare for and attend meetings, including the development of meeting agenda and minutes, notetaking and action item follow-up, presentations and other meeting documents; communicating required tasks and action steps, and following up on deliverables (i.e. departmental, school-wide), handling confidential information with discretion.
- Coordinate finance-administrative work such as preparing contracts, initiating POs for approval, processing invoices and other payment requests and acting as direct liaison with vendors/customers/partners and tracks billing.
- At the direction of the EDs, assist in the implementation of multiple projects both internally and externally in support of the EDs priorities and accountabilities.
- Supports coordination of the teams’ absence, remote work and vacation requests, as well as EDs expenses reconciliation.
- Coordinate logistics, including booking rooms, coordinating catering and technology services and arranging for guests as required.
- Contribute to team culture by completing administrative requirements and expediting work results in a healthy and safe manner, and in adherence to School’s standards and policies.
- Develop quality solutions for improving efficiency and effectiveness of team and individual work activities.
- Some decision-making or taking of action on less complex items or areas under the direction of the ED’s.
- Work collaboratively with other departments and staff on initiatives and tasks.
- Complete ad hoc duties as assigned to fulfill either department's needs.

**Qualifications, Knowledge and Experience**
- Minimum 3 years’ experience in an administrative role supporting senior leaders / executives
- Expe

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