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Administrative Assistant - Maternity Leave Contract

AIP Connect
Contract
On-site
Toronto, Ontario, Canada
Finance and Admin
Join a dynamic and vibrant community where you're not just working, but are inspired to grow, create, and make a difference every step of the way!

At our client, a leading IB School for girls in Toronto, you'll be surrounded by bright students and passionate colleagues, in an atmosphere that thrives on innovation, collaboration and creativity.

The Opportunity: Reporting to the Head, Junior School the Administrative Assistant to Head, Junior School provides support to the Head and works collaboratively with the team ensuring smooth running of the Junior School Office.

In this role, the successful candidate prepares documentation, coordinates and manages the Head’s calendar, supports the coordination of events and the review of communications and publications. With experience supporting a leader, you anticipate the needs of the Head, Junior School and take initiative for daily organization to support their day. At ease in a busy school office environment, you enjoy working with children and are able to build relationships across the school. 

This is a full-time, full-year role, providing support in the Junior School in all areas as needed, including the summer and March break periods.

In This Role, You Will:

    • Schedule appointments with various constituent groups including staff, students, parents, employees and external stakeholders.
    • Schedule, prepare and distribute agendas, presentation materials, and coordinate logistics, room bookings, food requests, and refreshments set up, as required, for a range of meetings within Junior School.
    • Oversee the Junior School Calendar and attend whole school meetings.
    • Support with assessment of students’ needs to visit the Health Centre; contact Nurse as necessary for serious medical issues (anaphylactic reactions, diabetic students etc.).
    • Review, edit and draft documents for format, clarity, grammar, punctuation, and spelling.
    • Prepare, format and edit reports including Board reports, and other reports as required.
    • Arrange and coordinate logistics for travel including purchasing airline tickets and arranging accommodation.
    • Monitor the expenditure for the Junior School and follow up on budget variances.
    • Prepare expense reports and cheque requisitions, and manage credit card expenses and statement recording.
    • Working collaboratively with key stakeholders to ensure Junior School events are well planned and implemented by providing support to and serving as the main point of contact to various events throughout the academic year.
    • Handle confidential student information and assist with updating and the maintenance of the various online filing systems and databases, including student records.
    • Provide support to the JS Receptionist/Administrative Assistant with greeting, and directing visitors/parents as needed, answering phones and managing the entrance security system.
    • Be aware of student allergies and serious medical issues and keep Head apprised of potential medical issues or accidents as required.

Skills & Experience For This Role:

    • Post-secondary training in a related field.
    • 3+ years experience providing a combination of senior level support and administrative support. 
    • Proficient in the use of computer software programs, Microsoft Word, Excel, PowerPoint, Outlook, Zoom, Google Suite applications, Student Information Systems.
    • Experience in an educational setting is an asset.
    • High level of sound and independent judgment, reasoning, and discretion.
    • Excellent writing skills, including proper spelling, grammar and punctuation.
    • Strong knowledge of general office procedures involving, calendar management, event coordination, travel arrangements, and reports.
    • Superior time management and multitasking skills; ability to prioritize tasks with minimal supervision and strong attention to detail.
AIP Connect believes in equal opportunity. Our recruitment consultants are committed to inclusive recruitment and selection practices and will not discriminate based on age, colour, ability, national origin, race, religion, sex, or sexual orientation.

Accessibility:  If you need any accommodations during the interview process, please let us know.
Apply now
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