Executive Assistant to the Head of School

Fraser Academy•Vancouver, BC

1d•CA$60,000 - CA$70,000

About The Position

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. In addition to executive support, this role plays a key role in daily office operations by answering incoming calls, assisting front-office reception and serving as a First Aid Attendant to provide medical care and comfort to students as needed.

Requirements

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).

Nice To Haves

Experience using Student Information Systems (such as Blackbaud) an asset

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
Serve as a First Aid Attendant to provide care to students for minor injuries or illness, maintain basic medical logs, and contact parents when necessary
Answer incoming phone calls at reception, assist callers, and direct inquiries to the appropriate team members
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
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
Additional responsibilities as they arise within a busy and diverse administration team.