Executive Assistant – Head of School

Executive Assistant – Head of School

  • Administration
  • Vancouver

Executive Assistant – Head of School
Senior School
Full-Time

Starting  August, 2024

Working at York House School

York House School is a vibrant and close-knit school community where people feel valued, engaged, and connected to the school. All staff contribute towards empowering our students to develop the knowledge, skills, and competencies to succeed in the world beyond our doors. On our path to creating a more inclusive, equitable, and sustainable future, we share the belief that individuals have inherent rights and deserve to be respected for who they are; that every member of our community belongs here and feels included; that we must treat others with dignity and expect the same in return.

Position Summary

Reporting to the Head of School, the Executive Assistant provides administrative and organizational support to the Head of School. This includes support for the Board of Governors and the Trustees of the YHS Foundation. This position requires excellent organizational, communication and problem-solving skills along with the ability to multi-task in a fast-paced office while maintaining an excellent rapport with all constituents. This position requires professionalism, discretion, discernment and confidentiality, which are necessary for privacy, maintaining trust and building positive community relations. 

Responsibilities:

  • Work collaboratively with all stakeholders to foster a strong, supportive and connected school
  • Help foster collective responsibility for the mission, vision and values of the school
  • Support colleagues with daily operations and activities/events of York House when required

Office of the Head of School

Provides organizational and administrative support to the Head, including but not limited to:

  • Coordinating the Head’s calendar, ensuring compliance with the Ministry of Education, ISABC, CAIS, ICGS and other educational organizations while ensuring alignment with the master calendar of the School
  • Setting up Board calendar for the year, liaising with Governors
  • Overseeing records management for the Board of Governors and the Foundation Board
  • Scheduling and coordinating meetings for the Head of School, Board of Governors and YHS Foundation, including committee meetings and general meetings of the YHS Society: Annual General Meeting (AGM) and Spring General Meeting (SGM)
  • Preparation of agendas, attendance at all Board and Foundation meetings and other meetings to record, compile and distribute minutes and materials
  • Coordinating travel arrangements for the Head of School, including itineraries and detailed information 
  • Ensuring the Head’s office has supplies and materials needed 
  • Performing other duties as required for the smooth operations of the Head’s office
  • Completing Ministry of Education External Evaluation / Monitoring Inspection Reports, with data provided by members of the whole Leadership Team, and submitting report to the Office of Inspector, Independent School’s Branch.
  • Assisting the Head with any projects as they arise, such as administration, research, quotes, etc.
  • Liaising with the Parents’ Association and Alum Association as required by the Head of School
  • Liaising with external requests such as school visits, etc.
  • Preparing agenda, making arrangements for meetings, and attending
  • Leadership meetings, when required
  • Leading Administrative Support team in professional learning, training and collaborative team building
  • Providing oversight records of policies and procedures as they relate to the Head’s office.

Organizational Support

  • Review, proofread and format documents, including a range of performance management documents 
  • Create and modify documents such as reports and letters using word processing, spreadsheet, and database software such as Microsoft Office Suite, Google docs, etc.
  • With oversight of the Head, compile data and prepare documents for consideration and presentation to the School and/or Board of Governors or YHS Foundation
  • Attend Leadership Team meetings, Academic Directors’ meetings, Board meetings or other meetings of significance in order to record minutes.  Compile, transcribe and distribute minutes
  • Make travel arrangements for Board members, and others when required
  • Other duties as assigned by the Head of School

Board of Governors

Provides organizational, secretarial, and administrative support to the Head and Board as follows:

  • Ensures a smooth flow of communication between the Head and the Board members
  • Assists the Chair as required with correspondence and travel arrangements
  • Expedites and attends Board meetings, including the AGM and SGM; prepares and distributes agendas and board packages
  • Schedules committee meetings as required
  • Prepares and maintains minutes of Board Meetings
  • Maintains all Board documents in the Board Portal 
  • Posts notices of the AGM and SGM and files legal documents as required
  • Arranges for Board retirement gifts at SGM
  • Organizes orientation sessions, seminars, retreats, etc.
  • Expedites retreat and social events for the Board, including preparing invitations and tracking rsvp, arranging decorations, coordinating food, beverage and service
  • Maintains confidentiality at all times
  • Liaises with the Communications team to ensure front-facing materials related to the Board are current and accurate

Trustees of the Foundation

Provides organizational, secretarial, and administrative support to the Trustees as follows:

  • Ensures smooth flow of communication between the Head and Trustees; 
  • Expedites and attends Trustee meetings, including the AGM; prepares and distributes agendas and trustee packages;
  • Prepares and maintains Foundation documents in a central, confidential repository 

Qualifications, Skills, Knowledge and Abilities:

  • Completion of post-secondary education (degree, diploma, certificate required)
  • Previous experience working in Administration in schools preferred
  • 5 plus years experience in an Executive Assistant or similar role 
  • Experience working with highly confidential materials and information
  • Experience in managing a Board portal, an asset
  • Experience leading or managing a team, an asset
  • Technology requirements 
    – Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint) as well as proficiency with Mac, Google Docs, slides and Gmail
    – Previous experience conducting mail merges required
    – Previous contact management/database experience, an asset
    – Quick learner of new and various types of software programs
  • Excellent presentation of documents, files, and office to represent YHS as professional and confidential
  • Calm, reliable and highly personable and professional demeanour
  • Excellent organizational and time management skills
  • Excellent problem-solving skills and the ability to take initiative and be proactive
  • Flexible and able to adapt well to change in a fast-paced environment
  • High level of professionalism, with an ability to work effectively with minimal supervision when required
  • Excellent written and oral communication skills
  • Strong interpersonal skills and collaborative working style
  • Proven ability to exercise tact, discretion and good judgment when dealing with confidential and sensitive matters
  • Discernment of communication with varying levels of authority and community groups is required

Review our Career Page for more information about benefits and programs for staff.

 

Please apply online here.

 

This posting will remain open until the position is filled. Qualified applicants are encouraged to apply as soon as possible, as applications will be reviewed as they arrive. All employees of YHS must be able to provide a passed vulnerable sector screening criminal record report. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Salary Range: $80.000 to $90.000 commensurate with experience and education. 

 

About York House School

 

York House School, located in the heart of Vancouver, is one of Canada’s leading independent schools for girls. Founded in 1932 by seven progressive and insightful women, York House provides an outstanding education for approximately 650 girls from Junior Kindergarten to Grade 12. For more information about York House School, please visit our website at yorkhouse.ca.

To apply for this job please visit yorkhouse.bamboohr.com.

Newsletter Sign Up

Stay connected with the ISABC Community by signing up to receive the ISABC monthly newsletter.
Back to top