OverviewWe 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 reflects our core competencies to join Havergal College asExecutive 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 BeFounded in 1894 and located on a beautiful 22-acre campus in midtown Toronto, Canada, Havergal College is one of Canada’s pre-eminent independent schools for girls from Junior Kindergarten through Grade 12. Our mission is to prepare young women to make a difference through outstanding academic and cocurricular programs within a culture of capability, leadership, critical thinking and global-mindedness. We are committed to attracting and retaining highly-qualified faculty and administration staff to ensure educational excellence. We seek candidates who contribute to a diverse and inclusive workplace.We are committed to building a diverse workforce and an inclusive workplace. We encourage applications from all qualified candidates with diverse experiences and perspectives, including women, BIPOC (Black, Indigenous and People of Colour) peoples, LGBTQ2S+, and persons with disabilities.The PositionThe Executive Assistant (EA) is responsible for providing comprehensive support to the Chief Operations Officer (COO). The EA serves as the primary resource to provide administrative support to the COO portfolio related to the business operations areas of the School, including Finance, Information Technology, Commercial Activities, Capital Planning, Facilities, Food and Custodial Services, and Risk Management. This role requires proactivity, strong judgment, critical thinking, and the ability to work under pressure to meet deadlines. The EA will handle confidential matters with professionalism and discretion and will interface with staff, faculty, board members, and vendors.Specific AccountabilitiesExecutive AdministrationComplete a broad variety of administrative tasks to support the COO’s leadership of Business Operations, including calendaring (internal and external meetings), composing and preparing correspondences,



coordinating travel, and providing general administrative support to other leaders within the COO’s portfolio.Prioritize inquiries and requests, making judgments and recommendations to ensure smooth day-to-day engagements.Coordinate projects relevant to other leaders within the COO’s portfolio.Handle highly sensitive and confidential matters and provide status updates.Develop quality solutions to improve efficiency and effectiveness of own work activities.Complete ad hoc duties or projects as assigned based on the needs of business operations.Governance Administrative SupportGovernance management is a key function of the EA role.Attend governance meetings (e.G., Havergal College Foundation, Financial Sustainability Committee, Pension Sub-Committee, Property and Development Committee) to provide administrative support.Manage logistics for governance meetings and events, including scheduling, drafting agendas, distributing materials, managing attendance, and recording minutes.Become versed with the corporate bylaws for the College’s entities and the terms of reference for the Board and Committees.Manage the portal that houses digital governance documents.Manage inquiries and maintain relationships with Board directors.Information Management and CoordinationAct as the first point of contact for triaging requests and inquiries; gather required information, communicate tasks, and escalate urgent concerns.Maintain a follow-up system to ensure action is taken or replies are initiated.Coordinate a smooth flow of paperwork through the COO’s office and the Business Operations department.Set up and maintain manual and computerized information filing systems.Record-keeping and ReportingPerform finance-related administrative tasks such as assisting with the budget process, credit card reconciliations,



and out-of-pocket expense reimbursements.Manage invoices and contracts signed by the COO, liaising with Accounts Payable and suppliers/vendors.Conduct research, assemble and analyze 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 ExperienceMinimum 3 years’ experience in an administrative role supporting executivesPost-secondary degree or diplomaExperience with Boards as a point of contact and providing administrative support in assembling pre-read documents and preparing meeting minutesProven experience coordinating multiple projects and events with solid organizational and time management skillsExcellent verbal and written communicationsStrong knowledge of technology including Adobe Acrobat, Google Workspace, Microsoft Office, and virtual meeting platformsDemonstrated ability to multi-task and adapt when priorities shiftDemonstrated ability and commitment to the Core CompetenciesCollaboration & TeamworkIntegrity & TrustLearning AgilityCommunicationGrowth MindsetInclusive ExcellenceAll qualified candidates are encouraged to apply and express their interest to HC Careers no later thanFebruary 18, 2026. This posting is for an existing vacancy. We use an AI transcription tool for note-taking during the initial telephone pre-screening. 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, barrier-free 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 (phone hidden) ext. 6526 or by email at [email protected].#J-18808-Ljbffr

📌 Executive Assistant To The Chief Operations Officer - C$70,000 - C$90,000 A Year (Toronto)
🏢 Havergal College
📍 Toronto