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 Board of Governors retreat

Organize and manage all aspects