Job Posting Detail

CIS Ontario Member School: St. John's-Kilmarnock School
St. John's-Kilmarnock School

Job Title: Executive Assistant to the Head of School

Location: St. John’s-Kilmarnock School (SJK)

Start Date: May 1, 2023

Contract: Permanent full-time

Position Summary: 

The Executive Assistant to the Head of School is a passionate and driven individual—a self-starter with high levels of personal and professional organization, integrity, discretion and confidentiality. You will work closely alongside the Head of School to enable her to make the best use of her time and ensure that work is handled effectively and efficiently. You will be responsible for all day-to-day administrative duties, communication and operational duties related to the Head of School. The successful candidate will be a person who is flexible and proactive in their approach to work, is highly organized with strong communication skills, and has excellent technical skills in addition to experience in calendar management and coordination. You will work to build relationships across the organization and have the confidence and competence to make the best use of the Head of School’s time.

Beyond working directly with the Head of School, this position offers the opportunity to support the work of SJK’s Board of Governors as the recording secretary. This involves managing all the key documentation related to the Board, including agenda, minutes and supporting documents, and setting the annual calendar for Board and Committee meetings. Knowledge of governance practices and document management would be helpful skills for the successful candidate.

Additionally, the Executive Assistant to the Head of School also plays a key role in managing and coordinating important whole school events such as welcome back faculty and staff events, employee recognition events, our graduation dinner, and retirement celebrations. This aspect of the role gives the successful candidate the opportunity to make an impact on the school’s culture and the broader community.

If you are looking for a rewarding opportunity to build relationships, take on complex work, be part of a supportive team and make a difference, we hope you will apply for the role. We look forward to hearing from you.

Qualifications and Experience:

  • Experience working as an Executive Assistant to senior leaders in a fast-paced setting.

  • Enthusiasm for calendar management and the organizational and diplomatic skills required to do this well.

  • Highly computer literate, with experience in data handling and necessary IT systems.

  • Excellent communication skills, both written and oral.

  • Strong attention to detail and confidence in dealing with verbal and numerical content.

  • Highly organized and adaptable, with the ability to work with minimum supervision.

  • Passion for and ability to work in a fast-paced environment and remain calm under pressure.

Key Responsibilities:

  • Manage and coordinate the Head of School’s calendar, liaising with internal and external individuals, ensuring any associated travel and meeting rooms/venues are appropriate for the nature of each meeting.

  • Exercise wise judgment to manage and prioritize competing demands on the Head’s time.

  • Proactively schedule and facilitate meetings on a daily basis to ensure effective prioritization and a manageable programme of meetings.

  • Provide administrative support to the Head of School, compiling information and drafting well-written documents consistent with the tone and style of the Head of School and the wider organization.

  • Ensure the Head of School is fully prepared ahead of major school events and that the needs of the Head are known and in place well in advance.

  • Make reservations and organize travel arrangements as required.

  • Ensure that all enquiries and correspondence are dealt with promptly and effectively.

  • Assist in drafting letters, reports and documents (including confidential items).

  • Use a variety of software to produce and maintain text documents, presentations, spreadsheets etc.

  • Provide support to the main school reception including answering the telephone, greeting visitors and directing general enquiries.

  • Managing the records related to the Board, including agendas, minutes and other related documents.

  • Plan, coordinate and implement events, including managing invitations, guest lists, and budgets. 

  • Problem-solve as appropriate to ensure that daily and strategic goals are reached.

  • Communicate on behalf of the Head of School at all times, using discretion and tact to ensure telephone callers, students, faculty, staff, parents, and visitors receive a professional response and are dealt with by the most appropriate person.

School Description: 

SJK is the leading co-educational independent school in the Waterloo Region of Ontario. The School, which was founded in 1972, is located on a beautiful 36-acre natural campus offering enriched educational programming for day students from JK-Grade 12 and international boarding students from Grades 9 - 12 through our accredited 

International Baccalaureate (IB) Programme. The School’s co-ed Boarding Residence is located in close proximity to the University of Waterloo and Wilfrid Laurier University. 

SJK offers a world of learning where we embrace innovation, diversity and internationalism. We have dedicated and inspirational educators, attentive to the needs of individual students and their families. Our expectations are high; students are encouraged to find balance through academics, sports, arts, service and leadership. As the only accredited IB World Continuum School in Southwestern Ontario, our students love to learn and graduate as confident, well-rounded individuals fully prepared for post-secondary education and life beyond. Our graduates take their passions to the world as leaders and global citizens. 

As a community, we believe in the importance of diversity, equity, inclusion and social justice. We strive to be a place where every student, faculty and staff member, parent and alumni feel that they are welcome and valued. We achieve this by living our core values and by appreciating that our learning community is enhanced by human differences. We value the unique experiences that each individual brings to our community and the myriad of perspectives that our diversity provides. We also recognize that it is our common humanity that binds us together as a community. We welcome applications from individuals who feel that they could make a positive contribution to our diverse community.

To Apply:

Interested and qualified candidates are invited to forward by email a letter of application and a résumé to Cheryl Boughton, Head of School by March 31, 2023 to:

The School reserves the right to make an appointment prior to the closing date. Candidates are encouraged to submit an application at their earliest convenience. Please be aware that the successful candidate will need to submit a vulnerable sector check.

SJK is an equal opportunity employer, offering a competitive salary and benefits package, including participation in the Ontario Teachers’ Pension Plan if eligible, and opportunities for professional development in a vibrant, collegial work environment. 

Thank you for taking the time to read our job posting and considering whether applying to SJK is the next step in your career journey. While we appreciate all applications, we can only contact those individuals selected for interviews.

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