Executive Assistant, to the Chief Executive Officer and Head of School

Executive Assistant, to the Chief Executive Officer and Head of School

Regular, Internal/External Posting.

Hours: Monday-Friday, Full Time. Starting August 2026.

Salary: $78,000 to $95,000. Job offers are typically extended within the range's minimum to midpoint, based on factors such as knowledge and experience. This is a non–bargaining unit position.

All candidates must be legally able to work in Canada.

St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7–12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Programme, and we are a candidate school for the IB Middle Years Programme (MYP).

The Executive Assistant provides confidential and high-level administrative support for the Chief Executive Officer and Head of School and acts as Recording Secretary to the Board of Governors. The Executive Assistant leads the overall planning, prioritization, and management of the administration of the Chief Executive Officer and Head of School’s office. This role acts as an advisor and confidante to the Head and interfaces regularly with senior administrative staff, board members, staff, parents, students, and alumni. The Executive Assistant works closely with the Head to ensure the smooth, efficient operation, professional presentation, effective and timely communication to all stakeholders.

Core Competencies

• Integrity & Trust
• Building Effective Teams
• Service Orientation
• School & Business Acumen
• Communication & Collaboration
• Adaptability
• Innovation
• Managerial Courage
• Resilience
• Interpersonal Savvy
• Strategic Agility
• Service Orientation

Duties and Responsibilities

• Manage the planning and prioritization of all activities for the Chief Executive Officer and Head of School and ensures the Head is well informed and briefed on school activities and events, stays abreast of all actions, deadlines, and stakeholder requirements.
• Applies superior organization and time management skills to provide the efficient calendar support and meeting organization to the Chief Executive Officer and Head of School, and various stakeholders, coordinating the agendas, materials, presentations, and resources.
• Responsible as the first point of contact for communication and liaison with both internal and external stakeholders, and ensures appropriate action, referring issues to the appropriate authority for response, as required.
• Provides efficient and responsive administrative support including the coordination, preparation and distribution of agendas, minutes and other meeting material, maintenance of any related documents and files on the Shared Drive and/or SharePoint.
• Plans, coordinates, and implements a range of School events and/or activities in support of the work of the Leadership Team, and the Board of Governors. This may include, but is not limited to, securing appropriate venue, arranging catering, organizing décor, rentals, liaising with stakeholders such as Marketing for event publicity, Finance for budgeting and risk management, IT for technical support, and ensuring staffing for the events.
• Coordinate and support the leadership Team with completing of accreditation documents for submission throughout the year for various organizations such as CIS, IB, FISA BC, ICGS, and the BC Ministry of Education.
• Act as the Board of Governors Recording Secretary and is responsible for all collateral assembly, distribution, minute-taking, logistic, organization and administrative support related to Board meetings, retreats, and calls, through the OnBoard board management platform.
• Provides information and records administration, which includes the implementation, development and ongoing monitoring of administrative systems and procedures, applying sound judgment in the completion of administration functions, including the management of shared documents, and systems of retention.
• Provides the Chief Executive Officer and Head of School with business administration of all budgets relevant to the Chief Executive Officer and Head of School, including knowledge of appropriate business practices and procedures, ability to allocate resources, plan procurement and oversee budgets and contracts in support of the Chief Executive Officer and Head of School’s responsibilities to ensure fiscal stability.
• Utilizes well-developed written communication skills to draft high-level correspondence to both internal and external stakeholders.
• Assist with travel arrangements for the Chief Executive Officer and Head of School, adhering to the School’s policies and procedures.
• Ensures efficient and timely processing of expenses incurred on behalf of the Head’s Office through the Float system.
• Coordinates the purchase, inventory, and distribution of SMS Swag products.
• Other duties as assigned by the Chief Executive Officer and Head of School.

Required Education & Experience

• Post-Secondary Degree in Education or Business Administration or relevant discipline is required.
• A minimum of five years recent senior level administrative experience, in a similar position within a school environment is required.
• A combination of experience and education in a related field may be considered.
• High level of training and experience with document preparation and management of reports, correspondence, presentations, etc. using various platforms (MS Office, and Google Suite).

Required Knowledge, Skills & Abilities

• Proven administrative skills and demonstrated ability to accept responsibility, apply initiative, use good judgement, and appropriate objective decisions, as required of the position.
• Excellent organizational and time management skills with the ability to plan and prioritize multiple tasks, to ensure agreed deadlines are met.
• Proven ability to organize, prepare, and edit materials including reports, correspondence, agendas, and presentations.
• Global mindset – demonstrated understanding of different cultures and ability to work with stakeholders from diverse backgrounds.
• Ability to demonstrate effective team behaviors including active listening, collaboration, positive participation, and contribution toward shared team goals.
• Expert interpersonal skills, discretion, tact, and diplomacy. Sound judgement and ability to maintain discretion while witnessing and being privy to sensitive situations.
• Evidenced written communication skills, both oral and written, with a thorough knowledge and application of business English, grammar, and language.
• Second language is an asset.
• Demonstrates exceptional attention to detail and a high standard of professionalism.
• Calm, reliable, highly professional, and approachable demeanor.
• Demonstrated ability to maintain respectful and effective relationships in a diverse work environment, responding to ongoing improvement and change with a positive attitude.
• Expertise in the development and maintenance of complex filing systems including working knowledge of privacy and freedom of information legislation.
• Ability to work with independence of action and demonstrate experience in maintaining the level of confidentiality and sensitivity, required of the office of the Chief Executive Officer and Head of School.
• Demonstrated ability to use efficient and cost-effective approaches to integrate technology into the workplace to improve processes.
• Proven ability to plan, budget, direct, and control school events and or activities at an excellent level while maintaining and abiding by all standards, policies and/or procedures.
• Demonstrated ability to lead, empower, direct, and supervise the work of others.
• Future Ready – familiarity with AI productivity tools (ie. Claude, Gemini, Co-Pilot).
• Advanced level of proficiency with MS Office software, Word, Excel, and Power Point and, including fast, accurate word processing skills.
• Advanced level of proficiency with Google Suite is preferred.
• Demonstrated ability to manage diverse and often demanding stakeholders.
• Ability to thrive in a busy environment with conflicting priorities and deadlines.

Valued Benefits

A career with St. Margaret’s School will offer you the opportunity to be part of a dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources careers@stmarg.ca.

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