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Executive Assistant to the Head of School

Aspengrove School
Lantzville, BC

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Job details

Full-time
$57,000–$67,000 a year

Qualifications

Writing skills
Filing
Administrative experience
Communication skills

Full job description

Executive Assistant to the Head of School
Position Summary The Executive Assistant (EA) to the Head of School provides high-level administrative, organizational, and strategic support to the Head of the School. This role acts as a key liaison between the Head of School, Board of Directors, senior leadership, staff, parents, and external stakeholders, ensuring the smooth and efficient operation of the Head’s office. The EA operates with a high degree of discretion, professionalism, and judgment, often managing sensitive and confidential matters. Reporting Structure

The Executive Assistant reports directly to the Head of School
The EA also provides administrative and governance support to the Board of Directors, working closely with the Board Chair as required
Direction related to Board and governance matters is coordinated through the Head of School and/or Board Chair, as appropriate
The Head of School retains overall responsibility for performance management, evaluation, and day-to-day supervision of the EA

Key Responsibilities
Executive & Strategic Support
Manage and prioritize the Head of School’s complex calendar, ensuring alignment with strategic priorities
Prepare daily briefings, background materials, and meeting summaries
Anticipate needs and proactively manage competing priorities
Support execution of strategic initiatives and special projects

Governance & Board Support

Coordinate Board of Directors meetings and committee meetings
Prepare agendas, minutes, and board packages in collaboration with the Head of School
Maintain official board records and documentation
Support onboarding of new Board members and annual governance cycles

School Events and Coordination

Oversee school calendars
Ensure coordination of events and activities with all stakeholders
Support Advancement and School Principals with community based events, including being present at events

Communications & Stakeholder Relations

Draft, edit, and manage correspondence on behalf of the Head of School
Serve as a key point of contact for parents, staff, donors, and community partners
Support sensitive or confidential communications with professionalism and discretion

Office & Operational Management

Oversee day-to-day operations of the Head’s office
Coordinate travel, events, and key school functions
Maintain electronic filing systems and records management practices

Management Team Support

Provide administrative support to the Senior Management Team, as required
Coordinate leadership meetings, retreats, and planning sessions
Qualifications & Experience
5–10+ years of senior administrative or executive assistant experience (education or non-profit sector preferred)
Experience supporting a CEO, Head of School, or Board of Directors is strongly preferred
Advanced proficiency in Microsoft 365 / Google Workspace
Exceptional organizational, communication, and writing skills
High level of discretion and emotional intelligence
Ability to work independently and manage competing priorities
Key Competencies
Strategic thinking and anticipation
Relationship management
Confidentiality and sound judgment
Adaptability in a dynamic school environment
Strong attention to detail
Working Conditions
Full-time, year-round role
Occasional evening work (e.g., Board meetings, school events)
On-site presence typically required

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