Job Description

Key Responsibilities:

Executive Support – Head & Deputy Head of School:
• Manage complex, high-volume calendars and coordinate meetings with competing priorities and strategic alignment.
• Anticipate leadership needs and proactively plan schedules, meetings, and materials.
• Prepare briefing packages, agendas, talking points, and supporting documents for meetings and events.
• Manage email correspondence, including drafting responses and prioritizing communications.
• Create, edit, and refine executive documents, presentations, and reports using Microsoft Office.
• Coordinate travel arrangements and process expense reports and reconciliations.
• Support planning for speaking engagements, meetings, and leadership events.
• Maintain records and filing systems, ensuring accuracy and compliance with records management processes.
• Review incoming correspondence and determine appropriate action or response.
Stakeholder & Office Coordination:
• Serve as the primary point of contact for inquiries related to the Head and Deputy Head of School.
• Liaise with senior leadership and administrative teams on projects, planning, and operational needs.
• Coordinate school functions and events associated with the Head’s Office.
• Collaborate across departments to ensure consistency in planning, communications, and procedures.
• Support implementation of records management systems and training where required.
• Handle sensitive and confidential information with discretion and professionalism.
Board of Governors Support:
• Coordinate Board and committee meetings, including scheduling, agendas, and logistics.
• Prepare and distribute meeting materials and document decisions, actions, and minutes.
• Ensure adherence to governance policies, processes, and timelines.
• Communicate directly with Board members on behalf of senior leadership and/or the Board Chair.
• Support governance effectiveness through accurate documentation and follow-up processes.
General Responsibilities:
Attend Board meetings, committee meetings, and school events, including some outside regular working hours.
Support coordination of calendars, events, and cross-departmental initiatives.
Liaise professionally with students, staff, parents, trustees, donors, and external partners.
Maintain a high standard of customer service and professional representation.
Participate in projects and initiatives as assigned.
Contribute to an inclusive, respectful, and collaborative workplace culture.
Engage in ongoing professional learning and development.

Qualifications & Experience:

Bachelor’s degree in Business Administration or related field preferred (equivalent experience considered).
Ideally 3–5 years of experience supporting senior leaders or C-suite executives in an administrative capacity.
Experience managing complex calendars, communications, and confidential information.
Prior experience in an educational or governance environment is an asset.
Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Experience preparing executive-level documents and presentations.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to manage competing priorities.
High level of discretion, judgment, and professionalism.
Ability to perform well under pressure in a fast-paced environment.

Key Competencies:

Respect and care
Trust and integrity
Collaboration
Flexibility and adaptability
Initiative
Community focus
Strong communication skills