Administrative Assistant, Advancement

CAIS; Vancouver; On-site; CAD 52,000 - 58,000; Full time

Job summary

Crofton House School in Vancouver is seeking an organized Administrative Assistant for an eight-month fixed-term contract to support the Advancement team. You will help plan and execute events, coordinate logistics with venues and volunteers, and maintain donor/alumnae records while ensuring seamless daily operations.

The role requires exceptional attention to detail, strong interpersonal skills, and the ability to work occasional evenings and weekends to support signature events such as the

Qualifications

• Exceptional organizational skills with a proven ability to prioritize competing tasks, manage multiple projects simultaneously, and meet deadlines.
• Outstanding interpersonal skills with the ability to engage internal and external constituents with high diplomacy and tact.
• Demonstrated sound judgment and strict adherence to confidentiality regarding sensitive information.
• Prior understanding of independent school operations and advancement events is a strong asset.
• Fluency or proficiency in Mandarin is considered an asset.

Responsibilities

• Assist in planning and executing the CHS Golf Classic and other advancement events.
• Coordinate volunteer meeting logistics and volunteer management.
• Organize, catalog, and document live and silent auction items.
• Liaise with venues and vendors to align logistics.
• Produce and distribute digital and print marketing materials.
• Provide active on-site operational support.
• Support Alumnae Relations with event registrations and run-of-show operations.
• Coordinate Advancement outreach with timely website updates, email broadcasts, and invitations.
• Assist with donor stewardship activities and Donor Appreciation Evening.
• Handle space bookings, catering orders, and data entry for the Advancement Office.

Skills

Organizational skills

Interpersonal skills

Confidentiality

Event planning

Mandarin

Attention to detail

Google Workspace

Tools

Google Workspace

Job description

Administrative Assistant, Advancement

Full-time, Fixed-term Contract

November 2026 - June 2027

Crofton House School offers a girl-centred learning environment for students from Junior Kindergarten to Grade 12. Here, students are motivated to strive for their best selves, embracing academic challenge and diverse experiences, guided by staff who know them and believe in them.

Crofton House School fosters a strong sense of community among educators, staff, students, and families. Here, everyone can contribute to the strength of our school- including you.

We offer extensive professional development opportunities, competitive compensation and a comprehensive benefits package. Our 10-acre campus provides modern facilities, as well as beautiful outdoor spaces and a daily connection to nature.

Crofton House School seeks an organized, proactive, and collaborative Administrative Assistant for an eight-month fixed-term contract to support the Advancement team until the end of the school year (June 2027). The successful candidate will provide daily administrative and operational support to keep the department running smoothly while building positive relationships with colleagues, alumnae, parents, donors, and volunteers. A central focus includes assisting with the logistics, guest lists, and coordination for key school events, particularly the annual Golf Classic along with various donor and alumnae gatherings. The ideal candidate thrives in a fast-paced environment, brings exceptional attention to detail, and manages daily tasks with flexibility and warmth.

Responsibilities

• Assist in the planning and execution of the annual CHS Golf Classic. Key duties include:
• Coordinating volunteer meeting logistics and assisting with volunteer management
• Organizing, cataloging, and documenting live/silent auction items
• Liaising with the event venue and vendors to align logistics
• Assisting with the production and distribution of digital and print marketing materials
• Providing active on-site operational support
• Support the Alumnae Relations team with logistics, registration, and run-of-show operations for signature traditions such as the School Birthday and Alumnae Reunions.
• Partner with the Communications Department to coordinate Advancement outreach, ensuring timely website updates, email broadcasts, event invitations, RSVP tracking, and event reminders.
• Assist with donor stewardship efforts, including supporting the organization and execution of the annual Donor Appreciation Evening.
• Handle routine Advancement Office operations, including space bookings, catering orders, and data entry.

This list captures core responsibilities, but duties are not limited to these tasks—flexibility to adapt to changing organizational needs is key.

Position Qualifications & Requirements

• Exceptional organizational skills with a proven ability to prioritize competing tasks, manage multiple projects simultaneously, and meet deadlines.
• Outstanding interpersonal skills with the ability to engage internal and external constituents (e.g., parents, alumnae, donors, and staff) with high diplomacy, tact, and situational awareness.
• Demonstrated sound judgment and strict adherence to confidentiality regarding sensitive administrative, constituent, and institutional information.
• Proficiency in Google Workspace applications (Gmail, Docs, Sheets, Calendar, Drive) is preferred.
• Prior understanding of independent school operations, routines, and advancement events is considered a strong asset.
• Fluency or proficiency in Mandarin is considered an asset.
• Ability to work occasional evenings and weekends to support key school and advancement events, including but not limited to:
• February 26 - La Paulée
• April 16 - Donor Appreciation Evening
• May 28 - CHS Golf Classic
• June 12 - Crofton House Community Weekend - Alumnae Reunions

Employment and Application Details:

This role is scheduled to start in November 2026

Annual Compensation: $52,000 - $58,000, depending on experience.

Due to the short-term nature of this position, it is not eligible to participate in the CHS benefits program.

Please note that applicants must be able to legally work in Canada.

Please include the following with your application:

• A cover letter and current resume that outlines exact dates of employment, the organization, job title and responsibilities. If you have gaps in your employment history, please advise as to why.
• Please clearly identify your educational background and history of professional development related to this position.

About Crofton House School

Established in 1898, Crofton House has a long history of girl-centred education. Today, the School has over 900 students and almost 200 staff members learning, working and playing on our 10-acre campus in Vancouver.

Our approach supports the whole girl in her social, emotional, physical and intellectual development. Here, girls can discover and pursue their own paths, developing the confidence and capacity to thrive and positively influence the world around them.