Administrative Assistant

Aqua-Tots Swim School Ottawa (Kanata & Orléans)

Reports To: Owner and/or Regional General Manager

Position Summary

The Administrative Assistant is a key member of the Aqua-Tots Ottawa support team, providing administrative and operational assistance across our Kanata and Orléans swim schools. This hybrid position combines office-based work with occasional travel between locations and off-site errands.

Working in a fast-paced, growing environment, the Administrative Assistant helps keep our business organized, efficient, and responsive. Success in this role requires exceptional organizational skills, attention to detail, adaptability, and the ability to confidently manage changing priorities throughout the day.

The ideal candidate is proactive, dependable, bilingual (English/French), and enjoys supporting a team whose mission is to improve water safety and prevent drowning through exceptional swim instruction.

Key Responsibilities:

• Administrative Support
• • Provide day-to-day administrative support to the team.
  • Prepare correspondence, reports, spreadsheets, and other business documents.
  • Manage calendars, meetings, and administrative schedules.
  • Maintain organized electronic and paper filing systems.
  • Take meeting notes and distribute follow-up action items as required.
  • Order and maintain office and operational supplies.
  • Assist with scanning, printing, and document management.
• Data Entry & Record Management
• • Perform accurate and timely data entry across various business systems.
  • Maintain client, operational, and financial records.
  • Audit records for accuracy and completeness.
  • Generate reports and compile data for leadership decision-making.
  • Maintain confidentiality while handling sensitive information.
• Operations Support
• • Coordinate facility maintenance requests and vendor appointments.
  • Support operational projects across both locations.
  • Track ongoing tasks and ensure deadlines are met.
  • Assist with inventory tracking and ordering of uniforms, retail merchandise, and operational supplies.
  • Help maintain operational manuals, forms, and documentation.
• Errands & Administrative Coordination
• • Run business-related errands as required, supply pickups, deliveries, and vendor visits.
  • Respond to occasional last-minute requests with flexibility and professionalism.
  • Assist with preparing materials and coordinating logistics for meetings, events, and community initiatives.
  • Support leadership wherever administrative assistance is needed.
• Client Experience Support
• • Support Client Care Specialists during busy periods with administrative tasks.
  • Assist with special events, marketing initiatives, and community outreach.
  • Respond professionally to general inquiries when needed.
  • Help ensure an exceptional experience for every Aqua-Tots family.

Qualifications

• Required
• • Minimum 2 years of administrative experience.
  • Excellent organizational and time-management skills.
  • Exceptional attention to detail.
  • Strong written and verbal communication skills.
  • Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Comfortable learning new software and business systems.
  • Valid driver's licence and reliable transportation for travel between locations and running business errands.
  • Ability to work independently while supporting multiple team members.
• Preferred
• • Experience with Hubspot
  • Experience supporting multiple locations or departments.
  • Experience with scheduling or CRM software.
  • Experience with bookkeeping or financial administration.
  • Bilingual in English and French (written and verbal).
  • Experience in a customer service-focused environment.

Core Competencies

The successful Administrative Assistant demonstrates:

• Outstanding organization and planning
• Adaptability in a fast-paced environment
• Ability to manage changing priorities with confidence
• Initiative and sound judgment
• Reliability and accountability
• Professionalism and discretion
• Strong attention to detail
• Excellent communication skills
• Customer-focused mindset
• Collaborative team approach
• Ability to anticipate needs before being asked

Work Environment

• Hybrid position combining office work and occasional remote work as operationally appropriate.
• Primary work option between Kanata and Orléans.
• Some travel between both swim school locations is expected.
• Occasional local travel to vendors, community partners, and suppliers.
• Fast-paced environment where priorities can shift throughout the day, requiring flexibility and strong problem-solving skills.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift and carry up to 25 lbs.
• Ability to perform occasional errands requiring driving and carrying supplies or materials.

Why Join Aqua-Tots Ottawa?

At Aqua-Tots Ottawa, we're more than a swim school—we're a team dedicated to saving lives through quality swim instruction and exceptional customer care. Every member of our team plays an important role in creating a safe, welcoming environment for children and families.

As our Administrative Assistant, you'll be an essential part of a growing organization where no two days are the same. If you thrive in a dynamic environment, enjoy variety in your work, and take pride in keeping things organized while supporting a passionate team, we'd love to hear from you.

Company DescriptionAqua-Tots Swim Schools is a world leader in year-round swim instruction, dedicated to teaching children the life-saving skill of swimming in a fun, safe, and welcoming environment. Founded in 1991, Aqua-Tots has grown to more than 160 locations worldwide, serving families through a proven curriculum designed to build confidence and water safety skills at every stage of a child's development.
Aqua-Tots Kanata opened in 2021 and quickly established itself as a trusted part of the local community, helping thousands of children develop lifelong swimming skills. Building on that success, Aqua-Tots Orleans opened in September 2025, expanding our ability to serve families across the Ottawa region.
At Aqua-Tots, we believe our team members are the heart of our success. We are committed to creating a positive, supportive workplace culture where safety comes first, professional growth is encouraged, and every team member has the opportunity to make a meaningful impact on the lives of children and families. Whether working poolside, in client care, or in leadership, our team shares a common mission: to save lives by teaching children to become safe and confident swimmers.Company DescriptionAqua-Tots Swim Schools is a world leader in year-round swim instruction, dedicated to teaching children the life-saving skill of swimming in a fun, safe, and welcoming environment. Founded in 1991, Aqua-Tots has grown to more than 160 locations worldwide, serving families through a proven curriculum designed to build confidence and water safety skills at every stage of a child's development.Aqua-Tots Kanata opened in 2021 and quickly established itself as a trusted part of the local community, helping thousands of children develop lifelong swimming skills. Building on that success, Aqua-Tots Orleans opened in September 2025, expanding our ability to serve families across the Ottawa region.At Aqua-Tots, we believe our team members are the heart of our success. We are committed to creating a positive, supportive workplace culture where safety comes first, professional growth is encouraged, and every team member has the opportunity to make a meaningful impact on the lives of children and families. Whether working poolside, in client care, or in leadership, our team shares a common mission: to save lives by teaching children to become safe and confident swimmers.