Executive Assistant to the Head of School

Executive Assistant - Head of School Senior School Full Time - Continuing Contract Starting August 2026 ABOUT YORK HOUSE SCHOOL It all began on the corner of Granville and 28th where seven fearless women welcomed 17 students to the very first York House School in 1932. Nearly a century later, thousands of students have found their unique path and purpose at YHS. Our School has since grown into one of Canada’s leading independent schools for girls. Today, we serve approximately 700 students from Junior Kindergarten to Grade 12. At York House School, our Vision is clear: seeing the world as it is, and imagining what it could be, we aspire to create a transformational experience for students who are empowered to reshape the future. Our Mission We are dedicated to creating an environment that elevates the mind, celebrates uniqueness, inspires creativity, and encourages discourse. Why Join Us? At York House School, we’re fostering a learning environment where creative exploration, courageous conversation and deep intellectual engagement are equally celebrated. This bold approach requires a highly skilled, diverse and energetic team of committed faculty and staff. Please check out our Spark Strategic Plan [https://spark.yorkhouse.ca/] to learn more. If you are passionate about education, excited by the opportunity to inspire future leaders, and eager to be part of a vibrant, forward-thinking community, we would love to hear from you. Some people see chaos. You see colour-coded calendars, solved problems, and a plan. York House School is looking for an exceptional Executive Assistant to become the trusted partner to our dynamic Head of School, who leads with purpose, authenticity, and a healthy sense of humour. We're searching for someone who thrives in a fast-paced environment, brings calm to complexity, makes the impossible look effortless, and embraces the energy, variety, and moments of joy that come with life in a vibrant school community. You're the person everyone hopes is in the room when things get busy. You anticipate needs before they're spoken, and pivot easily when priorities change (again). You can move seamlessly from welcoming an anxious student or parent, to preparing a Board meeting, to helping coordinate a major school event—all while maintaining professionalism, warmth, discretion, and a genuine sense of humour. If you secretly enjoy organizing things other people find overwhelming, we'd love to meet you. Overview: Reporting to the Head of School, the Executive Assistant provides comprehensive administrative and organizational support to the Head of School. This position requires a sense of humour, a calm and professional demeanor, and excellent organizational, communication and problem-solving skills. The successful candidate will have the ability to manage multiple priorities in a dynamic school environment while maintaining strong relationships with a learning community that places students at the forefront.This position requires professionalism, discretion, sound judgment and the ability to maintain strict confidentiality. Office of the Head of School Provides organizational and administrative support to the Head, including but not limited to: * Coordinating the Head’s calendar and assists with the School’s master calendar, as well as compliance with the requirements form the Ministry of Education, ISABC, CAIS, ICGS and other educational organizations. * Working closely with the Board Secretary to ensure a smooth functioning Board and Committee calendar for each school year. * Providing oversight and administrative support to the Foundation Board * Scheduling and coordinating Foundation Board and Committee meetings, including preparing agendas, attending meetings, recording and distributing minutes, and preparing meeting materials. * Coordinating travel arrangements for the Head of School, including itineraries and detailed supporting documentation and information. * Ensuring the Head’s office is supplied and organized. Maintaining a welcoming, professional and high-functioning Head’s Office. * Keeping the Head informed, on schedule, and prepared for meetings, school events and other commitments. * Assisting with Ministry of Education evaluations, monitoring inspections, CAIS, accreditations processes, and other reporting requirements. * Supporting projects as assigned by the Head of School, including research, administration and document preparation. Liaising with the Parents’ Association and Alum Association as required by the Head of School. * Coordinating external requests, including school visits and other inquiries. * Preparing agendas, coordinating logistics, and attending Leadership team meetings, as required. Maintaining records of policies and procedures related to the Head’s Office. Performing other duties as required for the smooth operations of the Head’s office. Organizational Support * Reviewing, proofreading and formatting documents as required by the Head of School. * Creating and modifying reports, presentations, correspondence, spreadsheets, and other documents using Microsoft Office and Google Workspace applications. * Under the direction of the Head, compiling data and preparing documents, reports and presentations for consideration and presentation to the School and/or Board of Governors or YHS Foundation * Attending Leadership Team meetings and prepare materials, minutes, and follow-up documentation as required. * Coordinating travel arrangements for Board members and other stakeholders when required. * Performing other duties as assigned by the Head of School Board of Governors Support Provides organizational, secretarial, and administrative support to the Head and Foundation Trustee Chair as needed including but not limited to the following: * Ensuring a smooth flow of communication between the Head of School, the Board members and Foundation members. * Assisting the Foundation Chair with correspondence and travel arrangements, as required. * Coordinating Foundation meetings, including Annual General Meetings (AGMs) and Special General Meetings (SGMs). * Preparing and distributing agendas, meeting packages, and supporting documentation. * Scheduling Foundation and committee meetings as required. * Recording, preparing, and maintaining accurate meeting minutes. * Maintaining all Foundation records and documents in a secure and confidential repository. * Posting notices of AGMs and SGMs and filing legal documents as required. * Coordinating recognition and retirement gifts for Board and Foundation members. * Organizing Board and Foundation orientation sessions, seminars, retreats, and professional development opportunities. * Coordinating Board and Foundation retreats and social events, including invitations, RSVP tracking, venue arrangements, catering, and event logistics. * Maintaining strict confidentiality in all matters. Technology Skills * Intermediate advanced proficiency in operating systems and Google Workspace applications, including but not limited to Docs, Slides, Sheets, Calendar and Gmail as well as Microsoft Office Suite. * Experience in database use. * Experience with the Blackbaud database is considered an asset. * Ability to quickly learn and adapt to new software applications and technologies. Competencies * Demonstrates exceptional attention to detail and a high standard of professionalism. * Maintains organized, accurate, and confidential records and workspaces. * Calm, reliable, highly professional, and approachable demeanour. * Excellent organizational and time-management skills. * Strong problem-solving skills, with the ability to exercise initiative and sound judgment. * Flexible and adaptable in a fast-paced and changing environment. * Ability to work independently with minimal supervision while maintaining high standards of performance. * Excellent written and verbal communication skills. * Strong interpersonal skills and a collaborative approach to working with colleagues, Board members, parents, and external stakeholders. Qualifications, Skills, Knowledge and Abilities: * Minimum of three years experience in an Executive Assistant or similar role * Completion of post-secondary education (degree, diploma, certificate required) * Previous executive administrative experience working in an independent school or educational environment is an asset. * Experience handling working with highly confidential materials and information. * Experience in managing a Board portal is considered an asset. 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: $85,000 TO $90,000 COMMENSURATE WITH EXPERIENCE AND EDUCATION.

Provide comprehensive administrative and organizational support to the Head of School, including calendar management and travel coordination. Support the Board of Governors and Foundation through meeting preparation, minute taking, and communication management.

Requires a minimum of three years of experience as an Executive Assistant and a post-secondary degree, diploma, or certificate. Proficiency in Google Workspace and Microsoft Office is essential, with experience in educational environments being an asset.

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Calendar Management
• Executive Support
• Board Relations
• Meeting Coordination
• Travel Coordination
• Confidentiality
• Problem Solving
• Google Workspace
• Microsoft Office
• Minute Taking
• Event Planning
• Professional Communication
• Time Management
• Document Formatting
• Database Management
• Interpersonal Skills

• Administrative
• Education
• Management & Leadership

Formation minimale

Diplôme professionnel

Expérience minimale

2+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine