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 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. 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 is responsible for providing comprehensive support to the Deputy Principal, Head of Upper School and Dean of Academics who are responsible for the leadership, oversight and guidance of the Junior School, Middle School and Senior School, including the Boarding School Program in Grades 9-12. The Executive Assistant provides operational administrative support, coordinates significant school events and requires the ability to 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, students, parents, volunteers, and vendors; and a high level of professionalism and confidentiality.

Specific Accountabilities:

Executive Administration:

• Complete a broad variety of administrative tasks that facilitate the team’s ability to effectively lead the College’s academic and school life operations’ areas of accountability, including: keeping calendars-up-to-date, confirming and arranging meetings, rescheduling appointments, providing regular briefings, preparing for and arranging meetings, composing and preparing correspondences and coordinating travels.
• Prioritize inquiries and requests; make judgments and recommendations to effect smooth day-to-day engagements.
• Coordinate projects relevant to other leaders within the Deputy Principal’s portfolio.
• Collaborate and liaise regularly with the other Executive Assistants and Administrative Assistants to facilitate efficient calendar management, communication, and collective administrative support for the Deputy Principal and other senior leaders.
• Handle highly sensitive and confidential matters as part of daily administrative duties.
• Develop quality solutions for improving efficiency and effectiveness of own work activities.
• Complete ad hoc duties or projects as assigned based on the business operations’ needs.

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.
• Resolve and respond to requests for support within a reasonable time.
• 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 Academic Leaders’ offices and the business operation departments.
• Set up and maintain manual and computerized information filing systems.
• 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.

Support to Various Initiatives and Events:

• Lead in the planning and coordination of initiatives or events including arranging and handling logistics for meetings and events; schedule meetings, draft agendas; develop, compile and distribute presentation materials, and record meeting minutes with accuracy.
  • Lead the coordination of key school events such as Graduation (in conjunction with various stakeholders; will act as a project lead to coordinate this event), Upper School People & Program Evenings, Founder’s Day and Awards Day. Support the coordination of other key school events such as Carol Service.

Record-keeping and Reporting:

• Support budget reconciliation for the Deputy Principal, Head of Upper School and the Dean of Academics portfolios via administrative work such as, maintaining vendor lists, processing payment requests, credit card reconciliations, and out-of-pocket expense reimbursements.
• Process invoices, track expenditures and maintain records.
• Research and draft, create informative memos when required.
• Complete membership and subscription renewals and conference registrations.

Qualifications, Knowledge and Experience

• Minimum 5 years’ experience in an administrative role supporting executives
• Post-secondary degree or diploma, College certificateExcellent customer service orientation and interpersonal skills
• Proven experience in coordinating multiple projects and events, using strong organizational, time management and project management skills
• Excellent verbal and written communications
• Strong knowledge of appropriate software including Google Workspace, Microsoft Word, Excel, PowerPoint, Adobe Acrobat and video conferencing platforms
• Strong working knowledge of database query and application and data analysis
• Demonstrated ability to multi-task and ability to be flexible when priorities shift

Demonstrated ability and commitment to the Core Competencies of;

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

All qualified candidates are encouraged to apply and express their interest no later than July 22, 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.