Executive Assistant to the Head of School

Fraser Academy; Vancouver; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading educational institution in Vancouver is seeking an Executive Assistant to the Head of School. The role involves providing administrative support to the Head of School and the Senior Leadership Team, managing schedules, drafting communications, and liaising with stakeholders. The ideal candidate should have a Bachelor's degree and 2+ years of experience in administration, preferably in an educational setting.

Qualifications

• 2+ years experience in Administration and/or Executive Assistant preferred.
• Experience in a non-profit/charity, including a school or post-secondary, is an asset.

Responsibilities

• Act as an all-around gatekeeper managing the Head of School's time.
• Keep the Head of School's calendar updated.
• Draft and proofread delegated communications and documents.
• Take minutes of meetings and follow up on action items.
• Liaise with internal and external stakeholders.

Skills

Excellent verbal and written communication skills

Professional, proactive, and service-driven approach

Highly organized, excellent time management

Excellent interpersonal skills

Education

Bachelor’s Degree in relevant field

Tools

Google Drive

Microsoft Office

Student Information Systems (Blackbaud)

Job description

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.

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
• 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
• Supporting students and staff with basic first aid and contacting parents when necessary
• 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
• Back up role for reception duties
• 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).