Candidates searching for administrative work in an exciting and dynamic environment that offers a challenging pace, involving multi-tasking and supporting a variety of executive administrative functions, are suitable for this position. This position reports directly to the Administrator, and is responsible for a wide variety of administrative office duties. Duties include general office activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling meetings for the Administrator, supporting teachers with various tasks, as well as liaising with students in need of assistance. In this central role, the Administrative Assistant is the first point of contact and is instrumental in providing customer service to students, parents, employees and external visitors to the School. Required hours of work during the school year are 8:00 a.m. to 5:00 p.m. Monday to Friday, with the option of more flexible hours during the summer.
The successful candidate will possess excellent communication skills and strong interpersonal skills as well as a proven track record of an ability to multi-task while maintaining a high level of attention to detail. Additionally, the candidate will be committed to providing exceptional customer service and emanating a high level of professionalism when assisting all internal and external community members.

KNOWLEDGE, SKILLS AND EXPERIENCE:

• High School diploma or GED is required, with post-secondary training an asset Minimum 1 year experience in an Administrative Assistant role (essential)
• Minimum 1 year experience in a school environment or demonstrated record of motivation to work with children (essential)
• Strong knowledge of general office procedures including taking messages, scheduling,
• Strong written and verbal skills with demonstrated ability to be able to communicate with precision Professionalism, composure and excellent manners
• Flexible attitude and teamwork orientation
• Proven, tried-and-true techniques for organizing files and information
• Ability to learn quickly and multi-task in a fast-paced work environment
• Proficient with Microsoft Office Suite (Outlook, Word, Excel) and Google Suite (Docs, Sheets, Slides, Drive) with an ability to troubleshoot

• As the first point of contact in the School, present a professional and courteous image of the staff to provide client and customer support to all members of the community
• Provide immediate response to urgent requests (e.g. for nurse/first aid, or maintenance staff);
• Switchboard operation, and screening of calls to relevant faculty and staff
• Working to update necessary changes in the School database and the inputting and removal of new and retired students, respectively; in charge of ONSIS submissions and reporting
• Checking attendance logs submitted by teachers for unidentified absences and following up with families each morning
• Establishing, organizing, and maintaining files, records, and reports
• Track reception supplies and maintain inventory;
• In charge of the administration of after school programs and field trips/excursions/visitors, etc.
• Provide general administrative assistance to staff as assigned, including coordinating meetings and preparing meeting support packages;
• Draft emails and type forms, letters, reports, and memos as necessary
• Coordinate and manage the registration and re-registration of new and returning families, respectively
• Assisting with school special events including assemblies, photo days, and helping with large mailings
• Responsible for sending and receiving courier packages as required, as well as ordering and tracking deliveries
• As a front-of-the-house worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions