Administrative Assistant, Leadership Team

at  St Margarets School

SUMMARY

St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7–12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Program.
Reporting to the Executive Assistant, Chief Executive Officer & Head of School, this position is a key link in the smooth and efficient coordination of daily operations and communication in the school. The Administrative Assistant, Leadership Team will provide a wide variety of clerical support to school administration. This includes coordinating and communicating senior school office activities, maintaining Senior School records as necessary, greeting visitors, answering, and referring inbound telephone calls, and as appropriate, scheduling appointments. As well as ordering supplies, assisting with events, creating various documents, reports and presentations, and other duties relevant to the position.

EDUCATION & EXPERIENCE

• Office Administration Diploma, or equivalent combination of training, education, or experience.
• Minimum 3 years’ experience as a Secretary or Administrative Assistant.
• Experience working in an educational environment is an asset.
• Experience with student information systems an asset.
• Experience with evacuation procedures for emergencies an asset.
• Previous experience coordinating and supporting small to large events.
• Successfully obtain a Ministry of Justice criminal record check clearance.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

• Experience, sensitivity, and awareness of working within a community that values diversity, equity, and inclusion.
• Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and the ability to use discretion and good judgment, maintain a positive and professional relationship with children, parents, staff, Administrators, external agencies, and the public.
• Excellent writing and oral communication skills, proofreading and the ability to pay close attention to detail in all areas of work.
• Proven ability to identify, assess, and analyze issues and utilize problem-solving and decision-making skills as necessary to provide efficient and effective services.
• Excellent organization and time management skills with the ability to work independently to plan and prioritize tasks efficiently to meet deadlines, and ability to take initiative and follow standard business practices.
• Proven ability to work cooperatively as part of a team and when assigned, provide guidance to others supporting special projects and events.
• Computer literate and proficient use of various office-based software including Microsoft Office (Intermediate level – MS Word and MS Excel), and Google Suite and proficient with office related technology, typing and data entry skills.
• Proven ability to maintain meticulous records, paper and electronic filing systems and basic data management.
• Demonstrated experience in dealing with and maintaining a high degree of confidentiality and sensitivity.
• Flexibility and adaptability to assess needs and provide assistance as needed.
• Actively support the vision, mission, and values of the school.

• As a front-line worker, warmly welcome and present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions, creating a positive first impression.
• Respond to telephone, e-mail, and in-person inquiries from clients, staff/students’, families, business partners, and other parties. Refer inquiries to the appropriate individuals or departments across the organization as required.
• Monitor visitors’ access to the school premises and enforce security protocols.
• Provide administrative support to the Executive Assistant, Chief Executive Officer & Head of School and Leadership team as required.
• Provide support with the planning, coordinating, and implementation of a range of School events, and/or activities. This includes coordinating events with Facilities, IT, Finance, Kitchen Services, and external venues as required.
• Assist in the report card process each term, including preparing schedules, editing report cards, copying, distribution along with communication to SMS families.
• Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, off-site conference halls, special projects, and events; ensure the appropriate presentation equipment is onsite.
• Assist in the organization of parent/teacher interviews, student lead conferences, IEP meetings and other events as needed.
• Ensure the timely completion of forms, letters, reports, memos, presentations, and various school documents as requested.
• Liaise with departmental and with other organizations and associations on behalf of the Executive Assistant, Chief Executive Officer & Head of School.
• Conduct research, compile data, and prepare papers for consideration and presentation by the Leadership Team.
• Act as back up to the Administrative Assistant, JK – 12 to update student records, including daily attendance, ensuring accuracy.
• Assist with evacuation procedures for emergency drills and in the event of an emergency. Act as back up in the maintenance of Emergency data/records.
• Organize, maintain, and coordinate office records and files in their proper locations.
• Administer and manage the distribution of inbound/outbound mail, including priority post, packages, and other correspondence.
• Assist with uniform enquiries, receipt, and return as needed.
• Organize and maintain the reception, kitchen, and copy room areas, including ensuring the reception area is tidy and presentable, monitoring supply levels and placing orders as required.
• Support the request of staff and students in using the PA (Public Announcement) System.
• Maintain a high level of confidentiality in all interactions.
• Assist and comfort students with minor injuries or illness