Executive Assistant to the Deputy Principal

Havergal College; Toronto; On-site; CAD 60,000 - 85,000; Full time

Job summary

Havergal College is seeking an Executive Assistant to provide administrative and operational support to the Deputy Principal and other leaders. This full-time role requires strong organizational, communication, and interpersonal skills, along with at least 5 years of relevant experience. The candidate will manage various tasks, including event coordination, maintaining professionalism, and supporting diverse school initiatives.

Qualifications

• 5+ years' experience supporting executives.
• Excellent customer service and communication skills.
• Strong organizational and multitasking abilities.

Responsibilities

• Provide comprehensive support to the Deputy Principal.
• Coordinate significant school events and handle sensitive matters.
• Manage correspondence, travel arrangements, and project coordination.

Skills

Customer Service

Interpersonal Skills

Organization

Communication

Multitasking

Education

Post-secondary degree or diploma

Tools

Google Workspace

Microsoft Office Suite

Adobe Acrobat

Job description

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, reflecting our core competencies, to join Havergal College as the Executive Assistant to the Deputy Principal. This is a full-time, permanent 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. 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 rooted in the Anglican mission to prepare young women to make a difference. Our outstanding academic and co-curricular programs, along with our cohesive and collegial team of faculty and staff, nurture a culture of capability that fosters self-confidence, leadership, critical thinking, and global-mindedness.

We pride ourselves on attracting and retaining highly qualified faculty and staff to ensure educational excellence. Join us in this transformative journey of education, working together to empower young women to positively impact our world.

We are committed to building a diverse and inclusive workforce, believing that an inclusive environment fosters mutual respect, creativity, innovation, collaboration, and accountability. We encourage applications from all qualified candidates, including women, BIPOC (Black, Indigenous, and People of Color), LGBTQ2S+ individuals, and persons with disabilities, to join our thriving team. We seek candidates dedicated to nurturing a community where integrity, compassion, inquiry, and courage thrive.

The Position :

The Executive Assistant provides comprehensive support to the Deputy Principal, Head of Upper School, and Dean of Academics, overseeing leadership and guidance across the Junior, Middle, and Senior Schools, including the Boarding School Program in Grades. The role involves operational and administrative support, coordination of significant school events, and anticipating needs, thinking critically, working under pressure, meeting deadlines, and maintaining professionalism and confidentiality in interactions with staff, faculty, students, parents, volunteers, and vendors.

Specific Accountabilities :

Executive Administration :

• Complete a variety of administrative tasks to facilitate effective leadership of the school's academic and operational areas, including calendar management, meeting coordination, correspondence, and travel arrangements.
• Prioritize inquiries and requests, making judgments and recommendations to ensure smooth daily operations.
• Coordinate projects related to other leaders within the Deputy Principal's portfolio.
• Collaborate with other Executive Assistants and Administrative Assistants for efficient calendar management and communication.
• Handle sensitive and confidential matters appropriately.
• Develop solutions to improve work efficiency and effectiveness.
• Perform ad hoc duties or projects as needed.

Information Management and Coordination :

• Act as the first point of contact for requests and inquiries, gathering and communicating information effectively and escalating urgent issues.
• Respond to support requests promptly, maintaining follow-up systems.
• Coordinate paperwork flow and maintain manual and digital filing systems.
• Contribute to team efforts by completing administrative requirements in a safe manner, adhering to school policies.

Support to Various Initiatives and Events :

• Lead planning and coordination of initiatives and events, including logistics, scheduling, drafting agendas, preparing materials, and recording minutes.
• Coordinate key school events such as Graduation, Founders Day, Awards, and others, acting as project lead as required.

Record-keeping and Reporting :

• Support budget reconciliation, invoice processing, and record maintenance.
• Draft memos and handle memberships, subscriptions, and conference registrations.

Qualifications, Knowledge, and Experience :

• Minimum 5 years' experience supporting executives in an administrative role.
• Post-secondary degree or diploma (college certificate).
• Excellent customer service and interpersonal skills.
• Proven ability to coordinate multiple projects and events with strong organizational skills.
• Excellent verbal and written communication skills.
• Strong knowledge of software including Google Workspace, Microsoft Office Suite, Adobe Acrobat, and video conferencing platforms.
• Knowledge of database querying, data analysis, and application use.
• Ability to multitask and adapt to shifting priorities.

Demonstrated commitment to core competencies: integrity & trust, learning agility, communication, growth mindset.

All qualified candidates are encouraged to apply by July 22, 2025. This is an existing vacancy.

Havergal College thanks all applicants. Only those selected for an interview will be contacted. We are an equal-opportunity employer committed to an inclusive, accessible recruitment and work environment, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request; contact Cathy LeBlanc at ext. 6526 or accessibility@.

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Key Skills

Employment Type : Full Time

Experience : 5+ years

Vacancy : 1

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