Administrative Assistant, Communications

We are seeking an individual who is aligned with our core values and reflects our core competencies to join our community as **Administrative Assistant, Communications & Marketing and Advancement**. 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 Administrative Assistant will provide professional support to the Executive Director, Advancement and the Executive Director, Communications & Marketing to ensure the smooth operation of both offices.

The Executive Director (ED), Advancement provides leadership in the development and implementation of Havergal’s advancement and community engagement 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, media and public relations, and digital media.

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, meeting and committee support, 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, and presentations and other meeting documents; communicating required tasks and action steps, and following up on deliverables (i.e. departmental, The Havergal College Foundation Committee meetings), handling confidential information with discretion.
- Coordinate the monthly budget reconciliation process and other finance-administrative work such as preparing contracts, processing 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 ED’s priorities and accountabilities.
- Assist in management of the team vacation requests, reconciling expenses, creating POs and coordinating other approvals.
- Coordinate logistics, including booking rooms, coordinating catering and technology services and arranging for guests as required.
- Act as custodian of Advancement and Communications & Marketing documents and records.
- 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.
- Develop quality solutions for improving efficiency and effectiveness of own work activities.
- Some decision-making or taking of action on less complex items or areas under the direction of the EDs.
- 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
- Post-secondary diploma or degree, College certificate
- Excellent customer service orientation and interpersonal skills
- Proven experience in coordinating multiple projects, events, initiatives and tasks
- Excellent time management and organizational skills including managing multiple priorities within a fast-paced environment
- Excellent verbal and written communications
- Strong ability to handle highly confidential information with discretion and confidentiality
- Strong knowledge of appropriate software including Microsoft Word, Excel, PowerPoint, Adobe Acrobat an