Job Posting Detail

CIS Ontario Member School: The Mabin School
The Mabin School

The Mabin School is a small, progressive, innovative independent school (JK-Grade 6) located in central Toronto recognized for its excellence in nurturing empathy, leadership, team-work, and problem-solving. All aspects of the child’s development — social, emotional, intellectual, and physical — are considered and given equal importance by our exceptional faculty in this small, collaborative learning community. At The Mabin School, we are creating the next generation of original thinkers, adaptive learners, and caring citizens.

We are currently seeking exceptional candidates for the following opportunity:


Reporting to the Head of School, the Executive Assistant provides a broad range of administrative functions. This role will include all aspects of executive support including, communicating with internal and external parties, project management, document/filing management, social media and website maintenance, calendar scheduling, letter writing, meeting minutes, and some communications functions. As Registrar, this person manages our student database, and oversees health and safety data and safe arrival procedures.

Demonstrating initiative and pride in performance, the Executive Assistant/Registrar contributes positively to a respectful and productive work environment and develops strong professional relationships with colleagues and external partners that support The Mabin School’s vision of exemplifying excellence in elementary progressive education.


  • Manage incoming mail/correspondence and maintain efficient filing systems
  • Coordinate and schedule meetings – manage logistics, required agenda items and sending/tracking invites
  • Track key dates of upcoming events and proactively take action as necessary
  • Proactively identify scheduling conflicts and manage effectively
  • Support business processes by completing documentation, requesting information and following up to ensure key timelines are adhered to
  • Field incoming calls and follow up
  • Prepare drafts of documentation (letters, reports, announcements, newsletters) or other materials for distribution
  • Develop and maintain multiple databases to track and report on a variety of information
  • Conduct research and provide reports or information as required for special projects
  • Maintain accurate student records and oversee implementation of key health protocols
  • Conduct a variety of errands locally as requested
  • Other administrative responsibilities as assigned

Key Relationships

This position works closely with the Vice-Principal of Finance and Operations to ensure that activities related to programs, risk management are on track and moving forward. This position also works closely with the Director of Admissions and Communications to support marketing and enrollment efforts. The position interacts regularly with members of the public, persons conducting deliveries, parents, guests, staff and students.


This position must have a minimum of high school diplomas, a college degree is preferred, and two to four years of progressive administration experience is also preferred.

Knowledge and Skills:

  • Must be results-driven, a self-starter and highly motivated with an interpersonal style that fosters strong relationships with a diverse group of people.
  • Highly responsive to the needs of others with an excellent aptitude for delivering exceptional service.
  • High professional and ethical standards for handling confidential information.
  • Excellent written and verbal communication skills.
  • Strong planning and organizational skills.
  • Empathy and sensitivity to other cultures and customs.
  • Must be systems oriented with excellent attention to detail.
  • Strong database management and proficiency in Google Suite applications.
  • Strong facility with social media applications and website maintenance.
  • Willingness to participate and assist in all aspects of school life, when necessary.
  • Ability to speak a second or additional language(s), an asset.
  • Familiarity with Mac, an asset.

Working Conditions

Working in a single office with an open space. The candidate must be able to multitask and work in an environment that is fast paced and prone to frequent interruptions. At times, the position will require working outside of regular business hours as needed to support the function of administrative tasks.


Please provide a covering letter specifically detailing how your background relates to the requirements as well as your resume information. Please send your information to Hannah Gold at

As a condition of employment, a satisfactory Vulnerable Persons Screening Report and Proof of Vaccination against COVID-19 must be provided. While all applicants are thanked for their interest, only those chosen for interviews will be contacted.

The Mabin School is committed to fostering an inclusive, accessible and equitable environment where everyone feels respected, valued and supported. Accommodations are available for applicants with disabilities throughout the recruitment process. If you are selected to participate in the recruitment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used in order to ensure your equal participation.

Position Start Date: March 21, 2022

  • Day School
  • Full-Time
  • Permanent
  • Staff
  • Toronto