Administrative Assistant

November 26 2021
Industries Education, Training
Categories Education, Library, Administrative, Clerical, Administrative assistant, Executive Assistant, Office clerk, Receptionist Switchboard, Administrative, Clerical, Education, Library
Vancouver, BC

ADMINISTRATIVE ASSISTANT

Full-Time

Start as soon as possible, ending July 28, 2022

Working at York House School:

York House School is a vibrant and close-knit school community where people feel valued, engaged, and connected to the school. All Staff contribute towards our rigorous and innovative programs that enable our Yorkies to develop knowledge, skills, and global competencies to succeed in the world beyond our doors. 

About this Role:

The Administrative Assistant provides administrative and organizational support primarily to the Junior School, but also the Senior School as the need arises. The Administrative Assistant will report to the Director of Junior School.  In the Junior School, this role involves interacting with and providing assistance to students, teachers, parents and other visitors in person and over the phone and performing administrative and office support activities. As this position represents administrators, professionalism, discretion, discernment and confidentiality is necessary for privacy, maintaining trust and building positive community relations.

Main Junior School Responsibilities:

Working closely and collaboratively with the other Administrative Assistant to:

  • Perform general clerical duties such as record keeping, e-mailing, filing and photocopying, archiving, revision control of documents, list preparation
  • Create, modify, review, proofread and format documents such as reports, charts, spreadsheets, and letters using word processing, spreadsheet, database software such as Microsoft Office Suite, Google Suite, etc.
  • Conduct research, compile data and prepare summaries as requested
  • Preparing documents and information for students and/or parents, distribute, collect, track and follow up
  • Set meetings and appointments as requested
  • Oversee reception area; sign in sheets, cleanliness and safety, greeting and monitoring of all visitors, couriers and guests
  • Event Support; support a variety of tasks for events
  • Maintain rosters of students for a variety of functions, activities and reports
  • Ensure equipment is in good working condition and supplies are in adequate quantity
  • Junior and Little School operational responsibilities include a variety of activities to ensure data is maintained accurately, weekly communication with teachers and parents is compiled, daily events and calendaring of various school events for students, teachers, parents or vendors is managed. 
  • Work with Assistant Director of Junior school on  TOC organization
  • Work with Assistant Director of Junior school on traffic and student drop off and pick up procedures
  • Perform other duties as related or assigned.

Assist Senior School departments with the following tasks, as needed:

  • Participate in the report card functions
  • Assisting the Admissions function with student application process
  • Archival filing of student records, and the preparation of university transcripts
  • Assisting with event set up and clearing, including food delivery Cover the reception desk in the Senior School during the school year for absences as they arise
  • Other duties as assigned

Qualifications, Knowledge and Skills:

  • Completion of post-secondary education (degree, diploma, certificate required)
  • 3-5 years previous administrative experience
  • A high level of attention to detail 
  • Computer Literacy: previous experience conducting mail merges required, previous contact management/database experience is an asset, quick learner of new and various types of software. Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint) as well as proficiency with Mac, google docs, forms and sheets, gmail and calendars
  • Welcoming, approachable demeanor and professional appearance
  • Strong organizational and time management skills, productive and efficient
  • Excellent problem solving abilities, takes initiative and is proactive
  • Flexible, ability to adapt well to change and prioritize and multi-task in a fast-paced environment
  • High level of professionalism, with an ability to work effectively with minimal supervision
  • Excellent written and oral communication skills
  • Strong interpersonal skills and collaborative working style
  • Proven ability to exercise tact, discretion and good judgment when dealing with confidential and sensitive matters

Review our Career Page for more information about benefits and programs for staff.

Please apply online here.

Closing Date: November 30, 2021

All employees of YHS must be able to provide a passed vulnerable sector screening criminal record report. We thank all candidates for their interest; however, only those selected for an interview will be contacted.

About York House School

York House School, located in the heart of Vancouver, is one of Canada's leading independent schools for girls. Founded in 1932 by seven progressive and insightful women, York House provides an outstanding education for approximately 650 girls from Junior Kindergarten to Grade 12.  For more information about York House School, please visit our website at yorkhouse.ca.

Apply now!

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