Administrative Assistant, Boarding
Regular
Internal/External
Posting Date: Sept 30, 2025
Closing Date: Oct 12, 2025
Posting # 2025068
Hours
Tuesday-Friday, 28 hours per week. Some Saturday work may be required.
10 ½ month annual schedule
Beginning October 2025
Salary
Starting wage of $31.41 per hour. Range of $31.41 - $32.97 per hour, depending on years of service at SMS.
This is a bargaining unit position, in the Professional Employees Association.
All candidates must be legally able to work in Canada.
Summary
St. Margaret’s School (SMS) is Western Canada’s 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 W̱SÁNEĆ 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 7–12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Programme, and we are a candidate school for the IB Middle Years Programme (MYP).
Reporting to the Manager, Boarding Operations, 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.
Respond to telephone, e-mail, and in-person inquiries from students.
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.
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, Staff Supplement Instructions, 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 3 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.
Successfully obtain a Ministry of Justice criminal record check clearance.
Required Knowledge, Skills & Abilities
Ability to interact with children, parents, staff, Administrators, and the public is required.
Excellent writing and oral communication skills, proofreading and the ability to pay close attention to detail in all areas of work.
Proven ability to identify, assess, and analyze issues and utilize problem-solving and decision-making skills as necessary to provide efficient and effective services.
Excellent organization and time management skills with the ability to work independently to plan and prioritize tasks efficiently to meet deadlines, and ability to take initiative and follow standard business practices.
Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and ability to use discretion and good judgment.
Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
Proven ability to maintain meticulous records, paper and electronic filing systems and basic data management.
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 work in a busy office setting, fast-paced environment, requiring ability to focus and pivot.
Flexibility and adaptability to assess needs and provide assistance.
Maintain a positive and professional image at all times.
Actively support the vision, mission.
Valued Benefits
A career with St. Margaret’s 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 careers@stmarg.ca.
Please note that while the School encourages and accepts external applications, qualified internal candidates are considered first for this opportunity.
Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by October 12, 2025.
Questions email careers@stmarg.ca
