Executive Assistant

Job Title: Executive Assistant
Department: Administration / Human Resources
Reports To: Superintendent (primary) and Director of Human Resources (secondary)
FLSA Status: Exempt 

Position Summary

The Assistant to the Superintendent provides high-level administrative and organizational support to the Superintendent, ensuring efficient operation of the executive office and effective communication across the school system. This role also provides dedicated support to the Director of Human Resources, assisting with HR processes, compliance, and employee services. The position requires discretion, strong organizational skills, and the ability to manage multiple priorities in a dynamic French immersion school environment.  

This position requires full professional fluency in French and English, as it supports a French immersion environment and regularly communicates with French-speaking staff, families, and international partners.

Primary Responsibilities (70%) – Superintendent Support

• Serve as the primary point of contact for the Superintendent’s office, managing communications, scheduling, and correspondence 
• Coordinate and maintain the Superintendent’s calendar, including meetings, events, and travel 
• Translate and/or draft school-wide communications in French and English
• Take and distribute meeting minutes as needed 
• Facilitate communication between the Superintendent and internal/external stakeholders, including staff, families, and community partners 
• Support strategic initiatives by tracking progress, deadlines, and deliverables 
• Maintain confidential records and handle sensitive information with discretion 
• Coordinate special projects and events on behalf of the Superintendent 

Secondary Responsibilities (30%) – Human Resources Support

• Assist the Director of HR with onboarding processes, including supporting French-speaking employees and international hires
• Support recruitment efforts by posting positions, coordinating interviews, and communicating with candidates 
• Help coordinate employee evaluations and contract processes 
• Respond to routine employee inquiries regarding policies, benefits, and procedures 
• Assist with HR paperwork, filing, and HRIS system

Qualifications

• Fluency in French and English (written and spoken) required
• Bachelor’s degree preferred or equivalent experience 
• Minimum of 3–5 years of administrative experience, preferably in an educational setting 
• Experience supporting executive-level leadership strongly preferred 
• Familiarity with HR processes and confidentiality requirements 
• Bilingual in English and French preferred (especially in immersion settings) 
• Strong organizational, time management, and multitasking skills 
• Excellent written and verbal communication skills 
• Proficiency in Google Workspace preferred

Key Competencies

• Discretion and professionalism in handling sensitive information 
• Strong attention to detail and follow-through 
• Ability to prioritize and adapt in a fast-paced environment 
• Collaborative mindset with strong interpersonal skills 
• Cultural competence and appreciation for language immersion education 

Work Environment

  School-based administrative office within a French immersion setting 

  Regular interaction with a multilingual community 

  Occasional evening meetings (e.g., board meetings or school events)