Executive Assistant

Job Title: Executive Assistant
Department: Administration / Human Resources
Reports To: Superintendent (primary) and Director of Human Resources (secondary)
FLSA Status: Exempt 

Position Summary

The Assistant to the Superintendent provides high-level administrative and organizational support to the Superintendent, ensuring efficient operation of the executive office and effective communication across the school system. This role also provides dedicated support to the Director of Human Resources, assisting with HR processes, compliance, and employee services. The position requires discretion, strong organizational skills, and the ability to manage multiple priorities in a dynamic French immersion school environment.  

This position requires full professional fluency in French and English, as it supports a French immersion environment and regularly communicates with French-speaking staff, families, and international partners.

Primary Responsibilities (70%) – Superintendent Support

Serve as the primary point of contact for the Superintendent’s office, managing communications, scheduling, and correspondence 

Coordinate and maintain the Superintendent’s calendar, including meetings, events, and travel 

Translate and/or draft school-wide communications in French and English

Take and distribute meeting minutes as needed 

Facilitate communication between the Superintendent and internal/external stakeholders, including staff, families, and community partners 

Support strategic initiatives by tracking progress, deadlines, and deliverables 

Maintain confidential records and handle sensitive information with discretion 

Coordinate special projects and events on behalf of the Superintendent 

Secondary Responsibilities (30%) – Human Resources Support

Assist the Director of HR with onboarding processes, including supporting French-speaking employees and international hires

Support recruitment efforts by posting positions, coordinating interviews, and communicating with candidates 

Help coordinate employee evaluations and contract processes 

Respond to routine employee inquiries regarding policies, benefits, and procedures 

Assist with HR paperwork, filing, and HRIS system

Qualifications

Fluency in French and English (written and spoken) required

Bachelor’s degree preferred or equivalent experience 

Minimum of 3–5 years of administrative experience, preferably in an educational setting 

Experience supporting executive-level leadership strongly preferred 

Familiarity with HR processes and confidentiality requirements 

Bilingual in English and French preferred (especially in immersion settings) 

Strong organizational, time management, and multitasking skills 

Excellent written and verbal communication skills 

Proficiency in Google Workspace preferred

Key Competencies

Discretion and professionalism in handling sensitive information 

Strong attention to detail and follow-through 

Ability to prioritize and adapt in a fast-paced environment 

Collaborative mindset with strong interpersonal skills 

Cultural competence and appreciation for language immersion education 

Work Environment

  School-based administrative office within a French immersion setting 

  Regular interaction with a multilingual community 

  Occasional evening meetings (e.g., board meetings or school events)