Executive Assistant to The Associate Head of School

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.

**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 Accountabilities**:
**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 and 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 School’s standards and policies

**Support to Various Initiatives and 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:

- Founder’s 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 l