Permanent, Full-Time
Starting date: August 2026
Are you an exceptional organiser, relationship-builder, and operational powerhouse who thrives in a fast-paced, purpose-driven environment?
We are seeking a highly professional, proactive, and dynamic Office Manager & Executive Assistant to the Head of School, Deputy Head of School & Board of Directors to play a pivotal role in the daily life and leadership operations of our school community.
This is far more than a traditional administrative role. It is an opportunity to become a trusted partner to senior leadership, a key contributor to school operations, and a central figure in supporting governance, communication, and community engagement across the organisation.
Reporting to the Director of Human Resources, this role combines executive support, office leadership, governance coordination, and operational management in a collaborative and mission-driven educational environment.
What You’ll Do
Lead School Administrative Operations
You will oversee the smooth and professional operation of the school’s administrative office and front-of-house services by:
- Providing leadership and guidance to the Receptionist and Office Services team
- Coordinating school-wide administrative support services, communications, mailouts, and records management
- Managing office systems, databases, emergency contact registries, and administrative workflows
- Supporting office relocations and collaborating with IT and Facilities on operational logistics
- Overseeing reception operations to ensure an exceptional experience for students, families, staff, and visitors
- Facilitating administrative team meetings and strengthening office collaboration
- Supporting health & safety procedures, emergency protocols, and onboarding initiatives
Support Executive Leadership & Governance
As a trusted executive partner, you will provide high-level support to the Head of School, Deputy Head of School, and Board of Directors by:
- Managing complex executive calendars, schedules, and travel logistics
- Coordinating Board meetings, retreats, AGM logistics, and executive functions
- Preparing Board agendas, governance materials, reports, and official documentation
- Recording and drafting formal Board minutes, motions, and resolutions
- Maintaining governance records, Board directories, and committee rosters
- Supporting strategic communications and public-facing governance information
Drive Communication & Coordination
You will act as a key liaison across the school community and external organisations by:
- Managing sensitive correspondence and executive communications
- Coordinating with municipal, provincial, and external partners
- Supporting major school-wide events and ceremonial functions
- Developing efficient filing systems and improving operational processes
- Ensuring the highest level of professionalism, confidentiality, and organisational excellence
What You Bring
We are looking for someone who is:
- A highly organised, detail-oriented professional with exceptional multitasking abilities
- Calm under pressure and able to anticipate needs before they arise
- A collaborative and positive team player with outstanding interpersonal skills
- An exceptional communicator with polished written and verbal communication abilities
- Experienced in executive support, office operations, and administrative leadership
- Skilled in handling highly confidential information with discretion and professionalism
- Tech-savvy and highly proficient in Google Workspace and/or Microsoft Office applications
- Experienced in database management, advanced document preparation, and office systems
- Passionate about supporting a thriving educational environment and aligned with the school’s mission and values
Qualifications
- 4–6 years of progressive office administration and executive support experience
- Advanced organisational and prioritisation skills
- Demonstrated ability to improve systems and operational efficiency
- Strong technical proficiency in office software and database systems
- Experience supporting senior leadership and/or Boards is considered a strong asset
Join our Community
We are committed to fostering an inclusive and equitable workplace. We warmly welcome applications from Indigenous peoples, Black communities, racialised persons, persons with disabilities, members of the 2SLGBTQIA+ community, newcomers, and individuals from other equity-deserving groups.
Compensation & Benefits
We provide a comprehensive and competitive benefits package designed to support your well-being and professional growth. Our offerings for permanent employees include extended health coverage with dental and vision benefits, an annual 8% RRSP contribution (no matching required) and financial support for continuing education to foster your professional development. You’ll also have access to both short and long-term disability insurance, as well as mental wellness resources, including Employee Assistance Programs (EAP). Stay active and healthy with access to our fitness center, personal trainer, and group classes. We also encourage team building through numerous social events held throughout the year. Additionally, enjoy chair massages and other exclusive perks, along with paid leave for sick days, a personal day, and a volunteer day.
The salary range for this position is $80,000 to 90,000.
The final salary offer will be determined based on the candidate's qualifications and relevant experience in accordance with BC labour laws and company policies.
How to Apply: Resumes and cover letters should be submitted through Mulgrave Careers by June 5, 2026. Visit our website to learn more about Mulgrave and to view the full job description. There is no public transportation to the School. Applicants must provide their own transportation.
This posting will remain open until the position is filled. We appreciate the interest of all applicants and encourage qualified applicants to apply as soon as possible, as applications will be reviewed as they arrive.
We can’t wait to meet you!
