Executive Assistant to the Head of School

About Fraser Academy:

We are proud to be at the forefront of educational practices, providing a learner-centric environment with the most effective research-based methods to optimize personalized learning, cognitive, social and emotional development, and post-secondary opportunities setting our students up for a successful life. For more information please visit us at

Fraser Academy (FA) is an independent school in Kitsilano, Vancouver, BC serving students in Gr. 1-12 with dyslexia and language-based learning differences through day and outreach programs. We serve a gap in the system where approximately 20% of the student population is under-served by mainstream education. The ripple impact of our programming also adds great social value. While our student population has skills and strengths which are in demand in the 21st century, it can also be vulnerable to mental health, substance abuse, higher drop-out rates, and other risks when not supported.

Position: Executive Assistant to the Head of School

Position Type: Permanent, Full-Time

Reports to: Head of School

Job Summary

The Executive Assistant to Head of School is responsible for providing professional administrative support to the Head of School and other members of the Senior Leadership Team (SLT) and ensuring the office operates efficiently. In addition to executive support, this role plays a key role in daily office operations by answering incoming calls, assisting front-office reception and serving as a First Aid Attendant to provide medical care and comfort to students as needed.

Responsibilities

• Act as an all-around gatekeeper and help to strategically manage, and support, the
  Head of School’s time with respect to priorities, goals, and objectives
• Keep the Head of School’s calendar up-to-date, including adding events, rescheduling
  appointments and providing daily updates/briefings as needed
• Serve as a First Aid Attendant to provide care to students for minor injuries or illness, maintain basic medical logs, and contact parents when necessary
• Answer incoming phone calls at reception, assist callers, and direct inquiries to the appropriate team members
• Draft and proofread delegated communications and documents
• Assist with speech writing and presentations for Head of School speaking
  engagements
• Take minutes of meetings, and follow up on action items
• Liaise with internal and external stakeholders, such as parents, staff
  and students, and greets/directs visitors, etc.
• Plan, organize and execute Head of School and SLT lead events
• Provide administrative support to members of the Senior Leadership Team
• Organizing events and catering, as well as the set up and clean up (Leadership
  team meetings, Board meetings, Trainings, Pro-D Days, Grandparents’ Day, Open
  House etc.)
• Liaising with Deputy Head of School on office closures and hours
• Opening of building and making necessary arrangements for school opening, as
  required
• Liaising with the PAC (FAPC) to organize events such as grade events, staff appreciation, fundraising events and their meetings
• Composing weekly informal internal communication informing staff of all announcements, upcoming event details, policy changes etc.
• Coordinating with Finance and Admission Depts. to organise finance documents for a Bursary committee
• Distributing external communication such as, letters via mail merge
• Back up role for daily student attendance
• Additional responsibilities as they arise within a busy and diverse administration team.

Core Competencies & Skills

• Excellent verbal and written communication skills
• Professional, proactive, and service-driven approach
• High degree of tact, diplomacy, discretion & confidentiality; strong judgment &
  proven ability to manage information flow in a timely and accurate manner
• Highly organized, excellent time management, detail-oriented and able to shift from
  task to task easily
• Excellent interpersonal skills, with a calm, efficient and welcoming demeanor
• Has the ability to be self-directed, as well as a team player and work collaboratively
• Experience using Student Information Systems (such as Blackbaud) an asset
• A high level of proficiency in working within Google Drive and Microsoft Office
  applications

Requirements - Ideal Candidate:

• Bachelor’s Degree in relevant field: Business Administration, Education,
  Communications, or formal education and training in Administration/Executive
  Assistant.
• 2+ years experience in Administration and/or Executive Assistant (work at a
  non-profit/charity, including a school or post-secondary, will be considered an asset).

How to Apply

We are urgently hiring for this position, and applications will be reviewed and contacted on a rolling basis. To apply, please submit a resume and cover letter  here addressed to Dennis Innes, Head of School

We appreciate the time and effort required to apply for this pivotal role. While we sincerely thank all applicants for their interest in Fraser Academy, only those selected for an interview will be contacted.

We are committed to building a diverse and inclusive workforce by encouraging applications from all qualified job seekers, including those from traditionally underrepresented communities.