Aipconnect3h ago

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CAD 75000–95000/yr

Executive Assistant

Canada·TorontoFull Time Permanentmid

Executive AssistantAdministration & Office Support

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Overview

Open Vacancy: This role is a current, active position and we are accepting applications. Our client is a leading institution within the independent school education sector.

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Executive AssistantAdministration & Office Support

Open Vacancy: This role is a current, active position and we are accepting applications.

Our client is a leading institution within the independent school education sector.

The Executive Assistant plays a pivotal role in supporting the Head of School and Deputy Head of School with high-level administrative and operational responsibilities of broad scope and complexity. This role requires outstanding professional ability, mature judgment, and a deep understanding of organizational structure and school operations.

The Executive Assistant also provides support to the Board of Governors and serves as a key point of contact for internal and external stakeholders. This individual fosters strong relationships, supports leadership priorities, and contributes significantly to the effectiveness of the Head’s Office and its engagement with the broader school community.

This role requires the highest standards of professionalism, discretion, and confidentiality.

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.

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.

Respect and care

Trust and integrity

Collaboration

Flexibility and adaptability

Initiative

Community focus

Strong communication skills

AIP Connect believes in equal opportunity. Our recruitment consultants are committed to inclusive recruitment and selection practices and will not discriminate based on age, colour, ability, national origin, race, religion, sex, or sexual orientation.

Accessibility: If you need any accommodations during the interview process, please let us know.

Posted Salary: Actual compensation within this range will be determined based on job-related skills, relevant experience, education, and training. This range reflects base salary only and does not include eligibility for bonus program or other benefits.

For the most accurate and up-to-date details on this role, please refer directly to AIP Connect’s careers page, as third-party sites may not reflect current information.