Reports to: Head of School
Education: College Diploma/University Degree; Diploma in Office Administration or equivalent field is preferred
Experience: 5+ years progressive administrative experience
Experience in an Independent and/or Secondary School (an asset)
Experience in not for profit environment (an asset)
Fluent in Google Workspace & Microsoft Office products
Comfort in a Mac based environment
Working Conditions: School/Office Environment
St. Mildred’s-Lightbourn School
Inspired Girls. Empowered Women. St. Mildred’s-Lightbourn School (SMLS) is recognized as one of the premier independent schools in the country and brings a long history of educational excellence to girls from preschool to university entrance. For well over a century, SMLS has helped develop courageous girls who challenge and change the world.
About the Opportunity
SMLS has an opening for a full time Executive Assistant responsible for providing administrative support to the Head of School, and in supporting the Board requirements.
The successful candidate is an enthusiastic, articulate and highly organized administrative professional, able to manage multiple priorities in a fast-paced, dynamic environment, while remaining calm under pressure. You are a critical thinker who demonstrates initiative, integrity and attention to detail. You are flexible and well organized and you ensure exceptional customer service to all stakeholders at all times.
Duties and Responsibilities
Manage all the administrative functions of the Head of School’s office, ensuring effective coordination and exemplary first point of contact service for inquiries
Manage phone calls and prioritize messages for the Head of School
Manage the Head of School’s calendar, including appointments and travel requirements
Plan, coordinate and assist with establishing meetings
Work closely and effectively with the Head of School to keep her well informed of upcoming commitments
Communicate directly, and on behalf of the Head of School with key stakeholders as required
Record and disseminate meeting minutes in a timely manner with attention paid to timely file maintenance
Book rooms, equipment, travel and accommodation as per the Head of School’s commitments and ensure relevant documents are collated for onsite and offsite meetings
Draft reports, presentations and proposals for the Head of School
Assist with special projects as assigned
Organize and oversee functions hosted by the Head of School
File annual Notice of Intent to Operate a School in accordance with the Ministry of Education requirements as requested
Assist in identifying needs, mapping out the School year meeting agendas and track outstanding materials for the board meetings as required
Assist the Head of School in ensuring that the annual declarations are current and prepare conflict of interest reports as required
Prepare cheque requests for invoices received.
Create and maintain all personnel files for the Head of School.
Collect articles and news items for the monthly newsletter/Behind the Pillars and In the Loop
Organize and prepare interview schedules and meetings.
Prepare and process monthly expenses for the Head of School and the Executive Assistant to the Head of School.
Organize catering for School events.
Maintain, distribute and reconcile petty cash.
Provide administrative support and leadership to other areas of the School where necessary.
Manage the minutes for both the Board of Governors, and assigned committees ensuring record-keeping, filings and minute-books are complete and current
Organize Board meetings and calendars
Develop and implement process documents/information for the Board as requested
Arrange off-site meetings and retreats.
Qualifications, Knowledge and Experience
A minimum of 5-10 years of experience as an Executive Administration Support
Previous experience in educational environments an asset
Previous experience in Board administration and minute management and recordkeeping an asset
Advanced computer literacy skills including electronic communication strategies
Excellent written and verbal communication skills and highly developed interpersonal skills
Demonstrates proactive and personal initiative, adaptability and time management skills
Able to multi-task and set priorities with acute attention to detail
Able to operate with discretion, respect, trust and discernment while also managing confidentiality
Experience managing a budget with multiple deadlines requires
Strong project management and administrative skills
Ability to adapt to a changing environment and handle multiple priorities
Respect: We welcome and support the diversity of our school community and the broader communities and environment in which we learn, work and live. We respect our Anglican roots and our traditions.
Integrity: Honesty and responsibility are fundamental to everything we do – from the classroom to the boardroom.
Innovation: We are in a place where new ideas and promising practices can be explored, evaluated and flourish.
Commitment: We recognize our responsibilities to each other and to the world, and we will stand by our word and persevere with passion, pride and hard work.
Courage: We are not afraid to confront the uncertainties or difficulties the future may bring. We are resilient and are prepared to be bold and take action.
St. Mildred’s-Lightbourn School provides a competitive compensation package for Staff members.
If you are interested in joining SMLS and playing an integral role in the development of young women, please apply online at: http://smls.simplication.com/WLSBLogin.aspx by creating an admin profile.
We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted.
SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Respect for the dignity and worth of every individual in the workplace is fundamental at SMLS. Our school recognizes the importance of diversity and fosters an inclusive, cohesive, and compassionate culture modeled by faculty, staff, students and parents.