Administrative Assistant

The School Administrative Assistant will be required to perform an array of administrative duties including secretarial and receptionist duties. Additional responsibilities include taking minutes during meetings and scheduling appointments for management. The School Administrative Assistant is also accountable for drafting, reviewing, and editing time-sensitive correspondence sent by the management team.

The School Administrative Assistant is responsible to the Principal.

Specific Responsibilities:

• Provide administrative support to all departmental members.
• Review and prepare all documents, reports, and other correspondence materials for the management team.
• Courteously receive and screen all in-bound calls, emails, and visitors.
• Coordinate departmental office activities.
• Review, evaluate, and distribute all incoming and outgoing mail.
• Maintain daily appointments of all management and executive members.
• Take and transcribe dictation notes and meeting minutes.
• Maintain a high level of confidentiality in all interactions.
• Assist with report and presentation preparation.
• Maintain a professional image and demeanor with all employees, management, executives, and visitors at all times.
• Prepare travel arrangements where necessary.
• Ability to enter and manage student information in PowerSchool as required by MESC as well as provincial reporting.
• Manage all student registration and schedules within PowerSchool as required; assistance and training available.
• Ability to enter and manage staff class schedules within PowerSchool as required by MESC.

Qualifications:

• High school diploma required.
• College diploma in business administration, office administration, or a relevant discipline preferred.
• One (1) to two (2) years of experience as an administrative assistant is preferred.
• Previous experience in handling confidential or sensitive information; knowledge of applicable data privacy laws.

Working Conditions:

• Busy office setting.
• Manual dexterity required to use a desktop computer and peripherals.
• Interacts with the public at large.
• Sitting for long periods.
• Repetitive work.
• Overtime may be required.

Knowledge and Skills:

• Proficiency using the full suite of Microsoft Office and Google Drive programs.
• Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, reports, etc.
• Able to write and format moderately complex correspondence, including memos, letters, etc.
• Excellent writing skills, including proper spelling, grammar, and punctuation.
• Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision.
• High level of sound and independent judgment, reasoning, and discretion.
• Professional, responsive, and positive work attitude is essential.
• General mathematical and budgeting skills.
• Knowledge of supplies, equipment, and services ordering, as well as inventory control of these items.
• Able to maintain filing systems and basic databases.
• Strong telephone manners and interpersonal skills.
• Strong verbal skills to communicate with all levels of the management team.

Job Type: Full-time

Pay: $37,753.00-$46,350.00 per year

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (required)
• Administrative experience: 1 year (required)

Language:

• Mandarin (preferred)

Work Location: In person

Application Deadline: 2024-12-20
Expected Start Date: 2025-01-13