Executive Assistant to the Head of School

Job Description Title: Executive Assistant to the Head of School

Reports to: Head of School

Start Date: As soon as possible

Status: Full-time, permanent

Position Summary

The Executive Assistant is responsible for supporting the Head of School in all areas, including Senior Administration and the Board of Governors.

Duties and Responsibilities

Provides organizational, secretarial, and administrative support to the Head of School as follows:

• Projects a professional and friendly manner with attention to detail while maintaining focus on the broad vision


• Coordinates the Head of School’s calendar and supports with email when required


• Maintains Head of School’s paperwork – both electronic and hard copy filing systems


• Schedules and coordinates meetings


• Prepares, prioritizes, and distributes correspondence (letters, emails, faxes, etc.)


• Expedites Head of School’s and school events by organizing and coordinating and/or providing assistance to organizers (ISABC Meetings, Accreditation Visits, Ministry Inspections, etc.)


• Coordinates conference and travel arrangements


• Prepares expense claims


• Records secretary and member of the Administration Team


• Assists with communications to the broader community (proofreads/edits publications)


• Prepares the Head of School’s budget for approval

Provides support to the Board of Governors as follows:

• Ensures smooth flow of communication between the Head of School and the Board members


• Assists the Board Chair as required with correspondence and travel arrangements


• Expedites and attends Board meetings from time to time, including the AGM; prepares and distributes agendas and Board meeting packages


• Maintains the Board calendar


• Maintains records of Board and Board Committee Meetings


• Posts notices of the AGM and files legal documents


• Organizes orientation sessions, seminars, tours, etc.


• Expedites social events for the Board, including preparation of invitations and tracking RSVPs, coordinating food and beverage services


• Maintains confidentiality of sensitive issues


• Prepares the Board budget for approval

Supports additional functions of the school including:

• contributing to school community events by supporting, planning, coordinating events


• Reception and Administrative coverage during absences and busy periods as needed


• Prepares the Front Office budget for approval, and responsible for maintaining the budget


• Supports Human Resources department with administrative tasks


• Additional duties as assigned by the Head of School

Qualifications and Attributes

• Extensive administrative experience with ability to multi-task and establish priorities


• Excellent communication skills and the ability to deal with key stakeholders (faculty, staff, students, parents, Parent Guild, alumni, Foundation, Board)


• Proven discretion dealing with confidential and sensitive issues


• Excellent leadership skills and sets professional standards for others


• Superior writing and editing skills


• Proficiency in Microsoft 365 Apps, including SharePoint, OneDrive, and Outlook and ability to learn new programs as needed


• Ability to work both as part of a team and independently


• Well organized and attentive to detail, while maintaining a focus on the big picture


• Self-directed; willing to take initiative to implement improvements


• Friendly and professional demeanor


• Understanding of and commitment to the School’s Mission


• Ability to work flexible hours including evenings and some weekends, as required

We are committed to fostering an inclusive and diverse workplace that values and celebrates individuals from all backgrounds, including BIPOC (Black, Indigenous, and People of Color), persons with disabilities,
and LGBTQ2S+ (persons of all sexual orientations and genders). We encourage candidates from underrepresented communities to apply, as we believe in equal opportunities and diverse perspectives.

We are dedicated to providing accommodations throughout the hiring process and during employment for individuals with disabilities, ensuring an accessible and inclusive environment for all. If you require accommodations during the application process, please email [email protected]  

Meadowridge School acknowledges it is located on the ancestral, unceded territory of the Katzie, the Kwantlen, and Coast Salish Peoples. We value the opportunity to learn, live, play, and share educational experiences on this traditional land. Meadowridge School is committed to building strong meaningful relationships and positive partnerships with all the traditional keepers and stewards of this land.

We thank all for applying, however, only those selected for an interview will be contacted.  This position will remain open until filled.