We are seeking an individual who is inspired by our mission and whose beliefs align with our core values of integrity, compassion, inquiry and courage, and reflects our core competencies to join Havergal College as an Advancement Coordinator. This is a full-time, permanent position.
Salary range for this position: $60,000 - $70,000
Why Havergal is the Place to Be
Founded in 1894 and located on a beautiful 22-acre campus in midtown Toronto, Canada, Havergal College is one of Canada’s pre-eminent independent schools for girls from Junior Kindergarten through Grade 12. At Havergal College, we believe that great schools are made up of great people. With a rich history spanning over 130 years, we are committed to offering a contemporary liberal arts education, which is rooted in the Anglican tradition. Our mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, and a cohesive and collegial team of faculty and administration staff, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking and global-mindedness within our students.
We take pride in attracting and retaining highly-qualified faculty and administration staff to ensure that our school remains at the forefront of educational excellence. Join us in this transformative journey of education, working together to empower young women to make a positive difference in our world.
We are committed to building a diverse workforce and an inclusive workplace. We believe that an inclusive environment fosters a culture of mutual respect, creativity and innovation, collaboration and accountability. To this end, we encourage applications from all qualified candidates with a diverse range of experiences and perspectives, including women, BIPOC (Black, Indigenous and People of Colour) peoples, LGBTQ2S+, and persons with disabilities to join our thriving team. We seek candidates who are committed to nurturing a community where integrity, compassion, inquiry and courage thrive.
The Position:
The Advancement Coordinator manages the end-to-end administrative workflow for the Advancement department, executing the foundational tasks that allow leadership to meet stakeholder goals. This dual-purpose role balances direct executive support for the Executive Director with the coordination of departmental events and operations.
As an administrative partner to the Executive Director, the Coordinator proactively optimizes leadership time, manages scheduling, and ensures donor relationships are seamlessly tracked. Simultaneously, the role drives advancement operations by managing the logistics required for successful events, overseeing vendor contracts, building impactful presentations, and maintaining critical operational data to ensure efficient departmental workflows.
Specific Accountabilities:
Executive Director Support
This focus area is designed to optimize the ED’s time and ensure donor relationships are seamlessly tracked and managed.
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Provide comprehensive administrative backing for the Executive Director; managing a complex and evolving calendar, prioritizing meeting requests, and coordinating all travel and itinerary logistics.
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Attend key meetings with the ED to record notes, track action items, and issue "friendly reminders" to stakeholders to ensure the ED’s directives and deadlines are met.
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Act as the administrative lead for donor stewardship by entering meeting notes, updates, and touchpoints directly into VeraCross immediately following ED meetings to ensure real-time database accuracy.
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Serve as the primary bridge between the ED and the Advancement team; ensuring the team has the approvals or answers they need to prevent project bottlenecks and keeping the ED informed of real-time statuses.
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Execute the end-to-end processing of the ED’s department invoices, Visa reconciliations, and expense reports to ensure all spending is accurately recorded.
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Create high-quality slide decks and visual materials to support fundraising initiatives, advancement meetings, and stakeholder presentations.
Events & Operations
This focus area centers on the administrative execution of departmental activities, community events, and technical support.
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Oversee core logistics and coordination for event prep: handle caterer contracts, room bookings (FMX), floor plans, and equipment rentals (linens, tech, furniture).
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Coordinate the production of invitations, registration forms, and RSVP tracking; manage the production of name tags, signage, and event supply kits.
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Lead the physical setup for on-campus events, including the placement of signage and event teardown, ensuring a seamless experience for guests.
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Ensure event attendance is accurately logged in the database, and all follow-up documentation is completed.
Data & Information Management
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Update constituent records in VeraCross; perform regular updates regarding professional milestones and contact information.
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Manage the department "swag" inventory and stationery; coordinate office setups for new hires; and maintain the department’s shared drive.
Communication & Technical Support
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Act as the technical lead for communications, assisting with the formatting, testing, and scheduling of email blasts and digital community notices.
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Utilize basic graphic design tools (e.g., Canva) to create simple assets for digital communications, event signage, and menus.
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Manage general department email inboxes, responding to routine inquiries and redirecting complex requests to the appropriate lead.
Additional Responsibilities
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Perform other duties as assigned, supporting the success of the Advancement program.
Qualifications, Knowledge and Experience
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Minimum three years’ experience in administration, coordination or event planning.
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Experience in advancement or fundraising is an asset.
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Experience in prioritizing and managing multiple priorities in a fast-paced environment.
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Strong organizational, interpersonal and project management skills.
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Superior written and verbal communication skills with a strong customer service orientation.
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Uphold respect for all school communities by maintaining culturally-appropriate knowledge.
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Demonstrated tact, diplomacy and professionalism.
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Strong working knowledge of Google Workspace and Microsoft Office (especially proficient in Excel).
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Experience with CRM databases (VeraCross) is an asset.
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Knowledge of basic graphic design tools (Canva) is an asset.
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Post-grad certificate in event management/planning or experience working in a school is an asset.
Demonstrated ability and commitment to the Core Competencies of;
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Collaboration & Teamwork
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Integrity & Trust
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Learning Agility
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Communication
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Growth Mindset
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Inclusive Excellence
All qualified candidates are encouraged to apply and express their interest no later than July 26, 2026. This posting is for an existing vacancy. We use an AI transcription tool for note-taking during the initial telephone pre-screening. Candidate consent will be requested before the call, and refusal will not affect your application. If consent is declined, an HR member will take manual notes.
Havergal College thanks all applicants in advance. Only those candidates selected for an interview will be contacted. Havergal College is an equal opportunity employer. We are committed to an inclusive, barrier-free recruitment and selection process, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process. If you require accommodations, please contact Cathy LeBlanc at 416-483-3519 ext. 6526 or by email at [email protected].
