Job Title

Executive Assistant to the Chief Operations Officer Join to apply for the Executive Assistant to the Chief Operations Officer role at Havergal College . We are seeking an individual who is inspired by our mission and whose beliefs align with our core values of integrity, compassion, inquiry and courage, and who reflects our core competencies to join Havergal College as Executive Assistant to the Chief Operations Officer . This is a full-time, permanent position. Salary range for this position: $70,000 - $90,000 depending on experience. Why Havergal is the Place to Be Founded in 1894 and located on a beautiful 22-acre campus in midtown Toronto, Canada, Havergal College is one of Canadas preeminent independent schools for girls from Junior Kindergarten through Grade 12. At Havergal College, we believe that great schools are made up of great people. With a rich history spanning over 130 years, we are committed to offering a contemporary liberal arts education, which is rooted in the Anglican tradition. Our mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, and a cohesive and collegial team of faculty and administration staff, we nurture a culture of capability that fosters selfconfidence, leadership, critical thinking and globalmindedness within our students. We take pride in attracting and retaining highlyqualified faculty and administration staff to ensure that our school remains at the forefront of educational excellence. Join us in this transformative journey of education, working together to empower young women to make a positive difference in our world. We are committed to building a diverse workforce and an inclusive workplace. We believe that an inclusive environment fosters a culture of mutual respect, creativity and innovation, collaboration and accountability. To this end, we encourage applications from all qualified candidates with a diverse range of experiences and perspectives, including women, BIPOC (Black, Indigenous and People of Colour) peoples, LGBTQ2S+, and persons with disabilities to join our thriving team. We seek candidates who are committed to nurturing a community where integrity, compassion, inquiry and courage thrive. Specific Accountabilities Executive Administration Complete a broad variety of administrative tasks that facilitate the COOs ability to effectively lead the Business Operations areas of accountability, including calendaring, composing and preparing correspondences, coordinating travel, and on occasion providing general administrative support to other leaders within the COOs portfolio. Prioritize inquiries and requests; make judgments and recommendations to effect smooth daytoday engagements. Coordinate projects relevant to other leaders within the COOs portfolio. Handle highly sensitive and confidential matters as part of daily administrative duties, and provide status updates. Develop quality solutions for improving efficiency and effectiveness of own work activities. Complete ad hoc duties or projects as assigned based on the needs of business operations. Governance Administrative Support Governance management is a key function of the EA role. Attend various governance meetings to provide administrative support, including but not limited to the Havergal College Foundation, the Financial Sustainability Committee, the Pension SubCommittee, the Property and Development Committee. Manage logistics for governance meetings and events, including scheduling meetings, drafting agendas, compiling and distributing presentation materials, managing meeting attendance, and recording meeting minutes. Become versed with the corporate bylaws for the Colleges entities, and the terms of references for the Board and Committees. Management of the portal that houses digital governance documents. Manage inquiries and maintain relationships with Board directors. Information Management and Coordination Act as the first point of contact for triaging requests and inquiries; deal with internal and external stakeholders and effectively gather required information, communicate information or tasks to related parties, and raise urgent concerns. Maintain a followup system to ensure that action has been taken or replies have been initiated. Coordinate a smooth and effective flow of paperwork through the COOs office and the Business Operation department. Set up and maintain manual and computerized information filing systems. Recordkeeping and Reporting Perform financerelated administrative work such as supporting with the budget process, credit card reconciliations, and outofpocket expense reimbursements. Manage invoices and contracts that are signed by the COO, including liaising with the Accounts Payable team and suppliers / vendors. Conduct research, assemble and analyse data for reports and documents as required. Draft and send internal communications as directed by the COO. Complete membership and subscription renewals and conference registrations. Qualifications, Knowledge And Experience Minimum 3 years experience in an administrative role supporting executives. Postsecondary degree or diploma. Experience with Boards, as a point of contact, and providing administrative support in assembling preread documents and preparing meeting minutes. Proven experience in coordinating multiple projects and events, using strong organisational and timemanagement skills. Excellent verbal and written communications. Strong knowledge of technology including Adobe Acrobat, Google Workspace, and Microsoft Office, and virtual meeting platforms. Demonstrated ability to multitask and ability to be flexible when priorities shift. Demonstrated ability and commitment to the Core Competencies of Collaboration & Teamwork Integrity & Trust Learning Agility Communication Growth Mindset Inclusive Excellence All qualified candidates are encouraged to apply and express their interest to HC Careers no later than January 20, 2026 . This posting is for an existing vacancy. We use an AI transcription tool for notetaking during the initial telephone prescreening. Candidate consent will be requested before the call, and refusal will not affect your application. If consent is declined, an HR member will take manual notes. Havergal College thanks all applicants in advance. Only those candidates selected for an interview will be contacted. Havergal College is an equal opportunity employer. We are committed to an inclusive, barrierfree recruitment and selection process, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process. If you require accommodations, please contact Cathy LeBlanc at 416-483-3519 ext. 6526 or by email at . Referrals increase your chances of interviewing at Havergal College by 2x. Get notified about new Executive Assistant to Chief Operations Officer jobs in North York, Ontario, Canada. #J-18808-Ljbffr