Executive Assistant to the Head of School Permanent, Full-Time

Sacred Heart School of Halifax is seeking an Executive Assistant to the Head of School on a permanent, full-time basis. The Executive Assistant reports to the Head of School and serves as a liaison and support to the Board of Governors, the Leadership Team, and the broader school community.

The Executive Assistant is responsible for the day-to-day operation of the Office of the Head of School and acts as the Recording Secretary for the Board of Governors. The role includes office administration, planning and organizing social functions, attending and reporting on meetings of the Board of Governors, its committees, and the School's Leadership Team, and multi-tasking in various areas as necessary. Frequent contact with the Board, Committee Chairs and members, and a broad swath of the Sacred Heart community is required. Evening and weekend work is occasionally required.

Responsibilities Include:

• Organizing appointments and managing the Head of School's calendar;
• Preparing reports and managing correspondence for the Head of School, Board of Governors, and other administrative team members as required;
• Managing the Head of School and Board budgets;
• Duties related to the tasks of the Recording Secretary of the Board of Governors including preparing and distributing agendas, minutes, and related documents for meetings, maintaining Board and Committee files and materials, and attending and recording all Board and Committee meetings;
• Attending and tracking weekly Leadership Team meetings and subsequent action items;
• Managing the hospitality program of the School to include Board, Leadership Team, and School Calendar activities throughout the school year and including coordinating the catering, setup, and teardown;
• Assisting with orientation for new Board members;
• Managing, in conjunction with the Leadership Team, the planning of the school calendar events/activities;
• Liaising with the Sacred Heart Network and administrative assistants across North America;
• Promoting the School's Mission and engaging the school community by attending events and activities throughout the school year.

Qualifications:

• Excellent organizational, time management, communication and interpersonal skills;
• Experience in a busy school or business environment;
• Highly professional with a solid understanding of and practice in ethical standards in managing confidential situations with extreme discretion, respect, and sensitivity;
• Flexibility, initiative, and the ability to work independently;
• The ability to work well under pressure and to multi-task based on competing priorities;
• Proficiency in the Google and Microsoft suite of products with experience using Blackbaud considered an asset;
• Proven success working collaboratively and efficiently on a team;
• Professional, approachable, and warm and can engage well with children and constituents of all ages. A sense of humour is a bonus;
• Ability and interest in supporting and modelling the Goals and Criteria for Sacred Heart schools.

The application deadline is November 29, 2024, at 5:00 p.m. AST. We will begin reviewing applications immediately and until the position is filled. Interested applicants should submit their résumé and a cover letter to:

Dennis Phillips, Head of School
Sacred Heart School of Halifax
5820 Spring Garden Road, Halifax, NS B3H 1X8 [email protected]

Only candidates selected for an interview will be contacted.

We offer:

A competitive salary, comprehensive benefits package including medical and dental insurance, professional development, a matching RRSP program, and a wonderful work environment.

In our effort to consciously create a more diverse workforce, we encourage applications from Indigenous People, African Nova Scotians, other racially visible persons, and persons with disabilities. If you are a member of one of these equity groups, you are encouraged to self-identify in your cover letter.

Conditions of Employment:

The successful candidate will be required to complete a Criminal Background Check, Vulnerable Sector Check, and Child Abuse Registry Clearance.

Founded in 1849, Sacred Heart School of Halifax is an independent Catholic school committed to academic excellence within the context of a faith-based community. One of the top independent schools in Atlantic Canada, Sacred Heart School of Halifax teaches the whole child - mind, body, and spirit. Our iconic campus in the heart of Halifax offers co-ed education for JP-Grades 6 and single-gender education for Grades 7-12. With a global network of schools around the world, a rich and proud history, and a strong and unique set of core values that includes our Five Goals, we offer not just an education but an experience that is unparalleled in this region. Visit us at www.shsh.ca