Job Overview
Under the supervision of the principal and the Financial Administrator, the Administrative Assistant is responsible for providing a wide breadth of administrative support to the principal, vice-principal and the financial administrator.
The Administrative Assistant provides comprehensive administrative support to the school’s leadership team, including the Principal, Vice Principal, and Financial Administrator. This role is integral to ensuring the smooth and efficient daily operations of the school. The Administrative Assistant manages office functions, assists with financial and human resource processes, and supports communication between staff, students, parents, and the wider school community.
Responsibilities
Administrative Support and General Office Operations:
· Admissions: respond to and manage all inquires from prospective families including registration and scheduling interviews;
· Assist with Open Houses and manage advertising.
· Assist with special events preparation.
· Assist the principal in coordinating all aspects of value-added programs.
· Provide clerical and organizational support to the Principal including scheduling meetings, managing calendars, preparing correspondence, and maintaining records.
· Draft, edit, and distribute communications such as newsletters, memos, and notices.
· Handle EIS enrollment and re-registration for current students. Process all applications and maintain accurate records.
· Update the school website and internal school calendar.
· Maintain filing systems (both electronic and paper-based), including personnel files and ensure the confidentiality of sensitive information including staff checks.
· Assist in the preparation of reports, presentations, and school documentation.
· Greet visitors, answer phone calls, and respond to inquiries in a professional and welcoming manner.
· Schedule interviews with the Principal and Vice-Principal for student and/or job applicants. This includes parent-teacher preparations.
· Prepares monthly/yearly enrolment reports.
· Screens calls for school administration.
· Develop and communicate with the alumni base of the school.
· Coordinate office logistics and supplies to ensure a welcoming and efficient school environment.
· Collaborate with administrative staff to ensure consistency and teamwork in all school operations
Financial Administration and Human Resoureces:
· Support the Financial Administrator with bookkeeping tasks such as accounts payable.
· Assist with collection and recording of school fees, fundraising proceeds, and other financial transactions.
· Reconcile receipts and maintain accurate financial records in accordance with school and board policies.
· Coordinate purchasing and inventory of office and classroom supplies.
· assist with onboarding processes for new staff, including document collection, orientation preparation, and maintaining personnel files.
· Track staff attendance, absences, and leave requests as directed.
· Support communication between administration and staff regarding HR procedures and updates.
· Maintain confidentiality and ensure compliance with relevant employment policies and privacy legislation.
Qualifications and Skills
Previous experience in an educational or public-sector office setting preferred.
· Post-secondary education in office administration or a related field (or equivalent experience).
Strong organizational, time-management, and multitasking abilities.
· Previous experience in an educational or public-sector office setting preferred.
· Strong organizational, time-management, and multitasking abilities.
· Excellent communication and interpersonal skills.
· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with database systems.
· Familiarity with Student Information System Trevlac and financial accounting software QuickBooks would be an asset but not requierd.
· Familiarity with a variety of publishing software, including Adobe, Canva or Sway, is an asset.
· Attention to detail, discretion, and ability to handle confidential information.
· Knowledge of school board administrative, financial, and HR procedures is an asset.
This position offers an opportunity to contribute positively to the educational environment while developing valuable administrative skills. We seek a dedicated individual who is able to work effectively independently and as part of a team.
Pay: $55,000.00-$65,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
