Administrative Assistant, Boarding

Temporary

Internal Only Posting

Posting Date: July 7, 2025

Closing Date: July 20, 2025

Posting # 2025034

Hours

30 hours per week.
Beginning August 18, 2025, to June 19, 2025

Salary

Wage per hour $31.41 per hour.

This is a bargaining unit position, in the Professional Employees Association.

All candidates must be legally able to work in Canada.

Summary

St. Margarets School (SMS) is Western Canadas 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 WSNE 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 712). St. Margarets School is an International Baccalaureate (IB) School offering the Diploma Program.

Reporting to the Director, Boarding, this position is a key link in the smooth and efficient coordination of daily boarding operations and boarding communication in the school. The Administrative Assistant, Boarding will provide a wide variety of clerical support to school administration. This includes coordinating and communicating Boarding office activities, general receptionist duties, keep Boarding records current, generate weekly communication between the School and parents, assist in organizing activities for Boarding students, perform confidential duties for the Director of Boarding, and other duties, relevant to the position assigned as required.

Core Competencies

• Integrity & Trust
• Service Orientation
• Adaptability
• Innovation
• Resilience
• Professional Knowledge
• Communication & Collaboration

Duties and Responsibilities

• As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Coordinate all student leave requests, new host requests, and travel forms.
• Assist with Boarding activities paperwork, collecting and tracking completed forms from parents, preparing trip cards, and student medical lists.
• Assist with the research and development of the Boarding WILD curriculum, compile data, and prepare papers for consideration and presentation by the Director of Boarding.
• Respond to telephone, e-mail, and in-person inquiries from clients, staff/students' families, business partners, and other parties.
• Refer all inquiries to the appropriate individuals or departments across the organization.
• Analyze incoming and outgoing memos, reports and other company related documents.
• Type forms, letters, reports, memos, and school documents as necessary.
• Organize, maintain, and coordinate office records and files in their proper locations.
• Where necessary, assist in the compilation of data for various reports.
• Coordinate the logistical aspects of Boarding programs, workshops, special projects, and events.
• Provide information to staff about special activities.
• Ensure all forms and reports are completed as needed.
• Assist with evacuation procedures in the event of an emergency.
• Receive and distribute all forms of paper correspondence.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence for the Boarding office.
• Prepare agendas and make arrangements for meetings.
• Accurately record, transcribe, and distribute meeting minutes.
• Maintain student records, and work with Boarding database vendor to ensure accuracy.
• Co-ordinate the preparation and submission of various documents, summary reports and presentations for the Director of Boarding.
• Liaise with departmental and corporate officials and with other organizations and associations on behalf of the Director of Boarding.
• Maintain a high level of confidentiality in all interactions.
• Maintain and update the Boarding Handbook and Boarding calendar, as required.
• Other duties, relevant to the position, shall be assigned as required.

Required Education & Experience

• Office Administration Diploma, or equivalent combination of training, education, or experience.
• Minimum 5 years' experience as a Secretary or Administrative Assistant is considered an asset.
• Experience, sensitivity, and awareness of working within a multi-cultural environment.
• Experience working in an educational environment is an asset.

Required Knowledge, Skills & Abilities

• The ability to interact with children, parents, staff, Administrators, and the public is required.
• Computer literate and proficient use of various office-based software including Microsoft Office
• and Google Suite and proficient with office related technology, typing and data entry skills.
• Ability to communicate efficiently, effectively, and accurately with all members of the school community.
• Ability to work in a busy office setting, fast-paced environment, requiring ability to focus and pivot.
• Strong oral communications skills.
• Excellent spelling, punctuation, and grammar skills.
• Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and ability to use discretion and good judgment.
• Flexibility and adaptability to assess needs and provide assistance.
• Work requires confidentiality.
• Organizational and time management ability, including attention to detail in all areas of work.
• Self-directed and ability to take initiative.
• Ability to successfully obtain a Ministry of Justice criminal record check clearance.
• Always maintain a positive and professional image.
• Actively support the vision, mission.
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
• Able to maintain filing systems and basic databases.
• Excellent analytical and problem-solving skills.
• Meticulous records maintenance skills.
• Superior telephone manners and strong interpersonal skills.

Valued Benefits

A career with St. Margarets School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources [email protected].

Please note that this is an Internal only posting and external candidates will not be considered.

Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by July 20, 2025, to:

Questions email [email protected].