Southridge is affectionately described as a lighthearted place of serious purpose and we want you to knowits true! If youre passionate about working in an energizing environment with colleagues that value building strong relationships, fostering strong minds and good hearts through student-centered teaching and learning, and community all while having fun, we want to hear from you!POSITION DESCRIPTION:
HEAD of SCHOOL EXECUTIVE ASSISTANT We are currently inviting applications for the position of Head of School Executive Assistant. This position will commence as soon as possible.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Support for the Head of School: Provides wide range of complex office administration and support to the Head of School
Develops, implements, and administers Head of School office systems and procedures, guidelines, and operations
Conserves Head of School's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating and organizing virtual meetings
Provides historical reference by utilizing filing and retrieval systems
Records meeting discussions and produces minutes
Manages Head of School Office correspondence
Provides reconciliation support for Head of Schools VISA expenses
Greets Heads visitors
Answers the phone for the Head of School office, takes messages and follows up to ensure people have been responded to in a timely fashion
Creates and maintains an annual administrative task catalogue (including a detailed summer task list) for the Head of School Office and responds proactively to tasks and expectations
Manages the Head of Schools calendar including scheduling, rescheduling, and adjusting meetings as needed
Takes a future forward orientation to calendar oversight and preparation for the Head of School Office and operates at least six weeks beyond the present date
Organizes travel plans and conference arrangements for the Head of School and occasionally for Senior Management Team members
Oversees DocTract to ensure the policy update schedule and communication plan is implemented and monitored on an ongoing basis
Prepares presentation drafts for the Head of School
Archives files and documents from the Head of School Office in keeping with the Schools Records Retention Schedule
Ensures that journal subscriptions to the Head of Schools office are maintained and renewed in a timely manner
Other tasks assigned by the Head of School
Support for the Board of Governors: Attends and records minutes at Board Meetings
Acts as a resource for the Board Chair by creating agenda templates and formatting the Board meeting minutes
Prepares the Board meeting room for monthly Board meetings
Formats and files Board meeting minutes in keeping with the expectations of the Board Secretary and South Surrey Independent School Societys bylaws
Provides administrative support for chairs of Board committees by scheduling meetings and following up with committee members as necessary
Maintains the Board portal ensuring that relevant and updated materials are posted for Board meetings and that the calendar is accurate and updated as required
Supports the coordination of the distribution of Annual General Meeting (AGM) materials to members of the South Surrey Independent School Society in keeping with the bylaws of the Society and the timelines therein
Writes and sends emails to Board members from the Head of School Office at the direction of the Head of School
Supports the planning of the Board Social and Board Retreat
Support for the Management Functions of the School:
Transcribes meeting minutes and files summary document on the shared Google Drive for the Senior Management Team and the Leadership Team for Learning and Students
Identifies action items from meeting minutes for subsequent meetings, notes them on future agendas and brings them to the Head of Schools attention for action when required
Assists in special projects for the Head of School including, but not limited to, the strategic plan, CAIS accreditation, Ministry of Education and Child Care inspections, various forms of record keeping, the risk registry and other unique projects such as the campus master plan and capital campaign fundraising initiatives
Aids in meeting preparation by drafting agendas, gathering supporting documentation and communicating in a timely manner with meeting participants (including posting documents to appropriate online sources)
Provides support to the Assistant Head through calendar management and other ad hoc requestsLeadership of Administrative Functions: Leads special projects as determined by the Head of School Office, with management and Board purviews
Serves as principal administrative contact and liaison with external contacts, typically including government and accrediting agencies
Assumes a lead role in administrative duties associated with the Summer at Southridge program
Maintains constituent confidence and protects operations by keeping information confidential
Completes projects by distributing work to colleagues and following up on results
Leads the coordination of the events and activities during the final week of the school year
Monitors Ministry of Education and Child Care communication and supports the distribution of relevant information to the directors and principals as required
Provides leadership and administrative support for CAIS Peer Review Team visits and Ministry of Education and Child Care evaluations
Maintains all school policies and guideline documents including formatting, managing updates, communicating changes and creating/monitoring annual policy update tracking processes for the Senior Management Team
Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies, if applicable
Support for Administrative Functions: Maintains manual of Head of School Executive Assistant duties
Checks the schools website regularly to ensure facilities bookings and school calendar are in congruence
Updates the Emergency Preparedness Plan, Business Continuity Plan and the Critical Incidence Response Guide annually
Reviews, assesses and monitors follow up action steps associated with the updates listed above and their associated correspondence
Provides support for members of Critical Incident Response Team (CIRT)
Gathers and analyzes information required for administrative action and reporting to the Ministry of Education and Child Care, the Federation of Independent School (FISA), the Independent Schools Association of British Columbia (ISABC) and the Canadian Accredited Independent Schools (CAIS)
Creates, maintains, and communicates the long-range accreditation/evaluation calendar, representing a 10-year horizon
Coordinates special events, staff socials, full faculty and staff meetings and full school assemblies, by ensuring that hospitality is organized (if required), rooms/spaces are reserved, RSVPs are organized (if necessary) and technical support is coordinated
Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other applications to support the general administrative functions of the school
Creates, maintains, and communicates the schools long range academic calendar, representing a 3-year horizon
Assists with correspondence to the school community
Supports evacuation procedures for fire, earthquake, and lockdowns
Adds all Staff Birthdays to the Head and Assistant Head of Schools Calendars
Prepares Staff Birthday cards for Head of School
Other duties assigned by the Head of SchoolIDEAL QUALIFICATIONS AND EXPERIENCE: Specific training and qualifications (preferably an undergraduate degree) in communications or a similar field of study
Excellent events planning and management skills
At least five years of experience as an executive assistant
Approachable and professional manner
Recognized and proven leadership skills
Ability to work effectively with a team of very committed professionals
Exemplary organizational skills with attention to detail being recognized as a strength
High level of accuracy and efficiency in all areas of responsibility
Capacity to manage multiple tasks and a high volume of work
Excellent spoken and written communication skills
Motivated by the demands of a busy and fast-paced workplace environment
Self-directed with demonstrated and documented examples of superior intuition and judgement
Ability to function as a collaborative member of team
Excellent word processing skills
Superior computer/technology skills throughout the Microsoft suite
Superior Google Suite skills
Experience as an employee in an independent school environment will be considered a very strong asset
Specific training in and qualifications from a recognized executive assistant training program will be considered an assetVALUES:
The ideal candidate will be aligned with values and mission of Southridge, will want to be an active member of a vibrant school community, and will demonstrate a desire to make a difference in the world. They will be someone who: Is a lifelong learner
Has excellent study, critical thinking, and communication skills
Is a creative and independent thinker
Has a positive attitude
Seeks their passion
Believes in the value of trust, tolerance, compassion, and respect
Understands the sacrifice and reward of community service
Has an appreciation of, and a desire for, lifelong physical activity and fitness
Commits to personal wellness
Appreciates the arts and their contribution to a richer life
Can work effectively as part of a teamSouthridge offers a competitive annual salary range of $75,000. to $85,000. In addition, we have a comprehensive benefits package, a generous RRSP matching program, access to health and wellness activities including generous support for professional learning and development. Preferred candidates will be required to complete a satisfactory Criminal Records Check. For more details visit our career page. As a 1.0 FTE this position qualities for our flexible remote workplace policy during non-instructional periods.Southridge School is committed to fostering an environment of inclusion, equity and belonging to support an increasingly diverse community, and encourages applications from all qualified individuals. To apply for this position, please visit our 'How to Apply' page for step-by-step instructions on submitting an application through our online system. This posting will remain open until filled. To learn more about our school, explore our website: southridge.bc.ca. We thank all applicants for their interest. Only those under consideration will be contacted.