Executive Assistant to the Head of School

Position Summary

The Executive Assistant to Head of School is responsible for providing professional administrative support to the Head of School and other members of the Senior Leadership Team (SLT) and ensuring the office operates efficiently. In addition to executive support, this role plays a key role in daily office operations by answering incoming calls, assisting front-office reception and serving as a First Aid Attendant to provide medical care and comfort to students as needed.

Responsibilities

• Act as an all-around gatekeeper and help to strategically manage, and support, the
  Head of School’s time with respect to priorities, goals, and objectives
• Keep the Head of School’s calendar up-to-date, including adding events, rescheduling
  appointments and providing daily updates/briefings as needed
• Serve as a First Aid Attendant to provide care to students for minor injuries or illness, maintain basic medical logs, and contact parents when necessary
• Answer incoming phone calls at reception, assist callers, and direct inquiries to the appropriate team members
• Draft and proofread delegated communications and documents
• Assist with speech writing and presentations for Head of School speaking
  engagements
• Take minutes of meetings, and follow up on action items
• Liaise with internal and external stakeholders, such as parents, staff
  and students, and greets/directs visitors, etc.
• Plan, organize and execute Head of School and SLT lead events
• Provide administrative support to members of the Senior Leadership Team
• Organizing events and catering, as well as the set up and clean up (Leadership
  team meetings, Board meetings, Trainings, Pro-D Days, Grandparents’ Day, Open
  House etc.)
• Liaising with Deputy Head of School on office closures and hours
• Opening of building and making necessary arrangements for school opening, as
  required
• Liaising with the PAC (FAPC) to organize events such as grade events, staff appreciation, fundraising events and their meetings
• Composing weekly informal internal communication informing staff of all announcements, upcoming event details, policy changes etc.
• Coordinating with Finance and Admission Depts. to organise finance documents for a Bursary committee
• Distributing external communication such as, letters via mail merge
• Back up role for daily student attendance
• Additional responsibilities as they arise within a busy and diverse administration team.

Core Competencies & Skills

• Excellent verbal and written communication skills
• Professional, proactive, and service-driven approach
• High degree of tact, diplomacy, discretion & confidentiality; strong judgment &
  proven ability to manage information flow in a timely and accurate manner
• Highly organized, excellent time management, detail-oriented and able to shift from
  task to task easily
• Excellent interpersonal skills, with a calm, efficient and welcoming demeanor
• Has the ability to be self-directed, as well as a team player and work collaboratively
• Experience using Student Information Systems (such as Blackbaud) an asset
• A high level of proficiency in working within Google Drive and Microsoft Office
  applications

Requirements - Ideal Candidate:

• Bachelor’s Degree in relevant field: Business Administration, Education,
  Communications, or formal education and training in Administration/Executive
  Assistant.
• 2+ years experience in Administration and/or Executive Assistant (work at a
  non-profit/charity, including a school or post-secondary, will be considered an asset).