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, and reflects our core competencies to join Havergal College as the Executive Assistant to the Chief Operations Officer. 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. At Havergal College, 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, which is rooted in the Anglican tradition. Our mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, and a cohesive and collegial team of faculty and administration staff, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking and global-mindedness within our students.

We take pride in attracting and retaining highly-qualified faculty and administration staff to ensure that our school remains at the forefront of educational excellence. Join us in this transformative journey of education, working together to empower young women to make a positive difference in our world.

We are committed to building a diverse workforce and an inclusive workplace. We believe that an inclusive environment fosters a culture of mutual respect, creativity and innovation, collaboration and accountability. To this end, we encourage applications from all qualified candidates with a diverse range of experiences and perspectives, including women, BIPOC (Black, Indigenous and People of Colour) peoples, LGBTQ2S+, and persons with disabilities to join our thriving team. We seek candidates who are committed to nurturing a community where integrity, compassion, inquiry and courage thrive.

The Position:

The Executive Assistant (EA) is responsible for providing comprehensive support to the Chief Operations Officer (COO). The EA serves as the primary resource to provide administrative support to the portfolios of the COO related to the business operations areas of the School, including Finance, Information Technology, Commercial Activities, Capital Planning, Facilities, Food and Custodial Services, and Risk Management. This position requires the ability to be proactive, 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, board members, and vendors; and requires a high level of professionalism and confidentiality.

Specific Accountabilities:

Executive Administration:

• Complete a broad variety of administrative tasks that facilitate the COO’s ability to effectively lead the Business Operations areas of accountability, including: calendaring (including scheduling internal and external meetings), composing and preparing correspondences, coordinating travel, and on occasion providing general administrative support to other leaders within the COO’s portfolio.
• Prioritize inquiries and requests; make judgments and recommendations to effect smooth day-to-day engagements.
• Coordinate projects relevant to others leaders within the COO’s portfolio.
• Handle highly sensitive and confidential matters as part of daily administrative duties, and providing status updates.
• Develop quality solutions for improving efficiency and effectiveness of own work activities.
• Complete ad hoc duties or projects as assigned based on the needs of business operations.

Governance Administrative Support:

• Governance administration is a key function of the EA role.
• Attend various governance meetings to provide administrative support (including but not limited to the Havergal College Foundation, the Financial Sustainability Committee, the Pension Sub-Committee, the Property and Development Committee).
• Manage logistics for governance meetings and events, including scheduling meetings, drafting agendas, compiling and distributing presentation materials, managing meeting attendance, and record meeting minutes.
• Become versed with the corporate bylaws for the College’s entities, and the terms of references for the Board and Committees.
• Management of the portal that houses digital governance documents.
• Manage inquiries and maintain relationships with Board directors.

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.
• 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 COO’s office and the Business Operation departments.
• Set up and maintain manual and computerized information filing systems.

Record-keeping and Reporting:

• Perform finance-related administrative work such as supporting with the budget process, credit card reconciliations, and out-of-pocket expense reimbursements.
• Manage invoices and contracts that are signed by the COO, including liaison with the Accounts Payable team and suppliers / vendors.
• Conduct research, assemble and analyze data for reports and documents as required.
• Draft and sending internal communications as directed by the COO.
• Complete membership and subscription renewals and conference registrations.

Qualifications, Knowledge and Experience

• Minimum 3 years’ experience in an administrative role supporting executives.
• Post-secondary degree or diploma.
• Experience with Boards, as a point of contact, and providing administrative support in assembling pre-read documents and preparing meeting minutes.
• Proven experience in coordinating multiple projects and events, using strong organizational and time management skills.
• Excellent verbal and written communications.
• Strong knowledge of technology including Adobe Acrobat, Google Workspace, and Microsoft Office, and virtual meeting platforms.
• Demonstrated ability to multi-task and ability to be flexible when priorities shift.

Demonstrated ability and commitment to the Core Competencies of;

• Inclusive Excellence
• Collaboration & Teamwork
• Integrity & Trust
• Learning Agility
• Communication
• Growth Mindset

All qualified candidates are encouraged to apply and express their interest no later than September 11, 2025. This posting is for an existing vacancy.

Havergal College thanks all applicants in advance. Only those candidates selected for an interview will be contacted. Havergal College is an equal opportunity employer. We are committed to an inclusive, barrier-free recruitment and selection process, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process. If you require accommodations, please contact Cathy LeBlanc at 416-483-3519 ext. 6526 or by email at accessibility@havergal.on.ca.